PROJECT PLAN | My Assignment Tutor

PROJECT PLANa) Project BackgroundIn this section you will be required to explain the organisation’s:Mission for employee health and well beingGoals and objectives for employee health and well beingOperational objectives regarding project management (refer to the project management procedure)Your explanations should focus on the organisational requirements for each and how they relate to the project.MissionCBSA is committed to providing employees with a safe, healthy and supportive environment in which to work.Goals and objectivesCBSA will:Encourage employees to be more physically active by making provisions in the workplace for activity opportunities (including reducing sitting time where practical)Provide healthy eating choices in the workplace through addressing healthy physical settings, food supply and educationPromote awareness of key health issues for employees (including social and emotional wellbeing)Encourage employees to provide input into health and wellbeing initiatives.OperationsTo hold a charitable event each year as a part of annual community engagement planObjective(s) and target outcomesIn this section you will be required to outline the project objectives and outcomes.ObjectiveTo raise $50,000 for beyondblueTarget outcomesTo meet or exceed the $50,000 fundraising targetIncreased community and staff awareness surrounding mental health issuesProject Scope In scope In this section you will be required to outline all activities that are within the scope of the project.Planning and execution of opening/closing ceremonies and fundraising activities Planning and execution of all hospitality services Provision of music and entertainment Provision of on-site security at the event venue Providing appropriate media coverage, advertising and signage Securing alternative fundraising and in-kind sponsorships through sponsorship agency Provision of administration and finance functions to support the event Provision of beyondblue products and information materialsOut of scope In this section you will be required to outline all activities that are out of scope.Provision of transportation to and from the dinner dance Provision of accommodation for attendeesAssumptions and Constraints In this section you will be required to outline the project assumptions and constraints.AssumptionsEvent will be conducted on the 10th of December from 6pm to 10pm All staff volunteers can work from 4pm to 11pm Project Scope once approved will not be modified Purchases and contracts will be executed in compliance with organisational policies and procedures The event will be completely run and managed by the project team Full support from Stakeholders and Sponsors Those involved in decision-making and issue resolution on the project will do so in a timely manner to prevent delays in the project timelines.ConstraintsWeather – Bad Weather may limit the number of participants on the day. Budget for additional services Insurances Ability to source sufficient number of staff volunteers Ability to source low-cost service providers b) Project team and assigned roles In this section you will be required to list your project team in the table provided and assign them roles. These roles will be discussed and confirmed during the project planning meeting in Assessment Task 2.Team member nameRoleGeneral responsibilitiesMarufEvent managerTo manage the overall eventXYZEvent coordinatorTo manage the dance dinnerDEFAccounts managerTo keep track of expenses and to ensure that tasks are performed according to the budgetAbby Smith, Trey White and Adrian RussoEvent volunteersTo bring more and more entries for the event and to help the event manager to organise the dinnerTina HughesEvent advertiser/sponsorsTo promote the event through traditional and digital media c) Work breakdown structure and timelines In this section you will be required to develop your work breakdown structure and timelines. Using the template provided, you must: Document all tasks for each phase of the project and number accordingly (including sub tasks). You must have a minimum of 5 tasks for planning, 10 for implementation and 3 for evaluation. Assign project team member responsible Colour in cells to denote timeframe Indicate milestones by inserting a red line (insert shape) vertically over the relevant week To access the template, click on the embedded file. You can save in the embedded template and your assessor will be able to access when your completed project plan is submitted. However, it is advisable that you back up embedded files by saving a separate copy in a project folder. This also adheres with the organisations electronic filing procedure.PlanningPhaseActivityResponsibleWeekOctoberNovemberDecember1234123412341Determining the project scopeEvent coordinator/Event manager2Determining the objectives of the taskEvent coordinator3Stating the assumptions and constraints of the projectEvent coordinator/Event manager4Budget and expenditure of the eventAccount manager5Timelines of the projectEvent coordinator/Event managerImplementationPhaseActivityResponsibleWeekOctoberNovemberDecember1234123412341Planning and execution of opening/closing ceremonies and fundraising activitiesEvent coordinator2Planning and execution of all hospitality servicesEvent coordinator3Provision of music and entertainmentEvent volunteers4Provision of music and entertainmentEvent volunteers5Providing appropriate media coverage, advertising and signageEvent advertisers6Securing alternative fundraising and in-kind sponsorships through sponsorship agencyEvent volunteers7Provision of administration and finance functions to support the eventAccounts manager8Provision of beyondblue products and information materialsEvent volunteers9Advertising for the eventEvent volunteers10Ensuring availability of sufficient resourcesEvent volunteersEvaluationPhaseActivityResponsibleWeekOctoberNovemberDecember1234123412341Reporting2Funds generated for the charity event d) Budget & Expenditure In this section you will be required to develop your project budget. You may need to conduct some research online to estimate various expenses and potential revenue sources. Using the template below, you must: Insert the estimated cost, description, quantity and item cost for: Personnel costs Production/ operational costs Administration costs Marketing costs Insert estimated revenue To access the template, click on the embedded file. You can save in the embedded template and your assessor will be able to access when your completed project plan is submitted. However, it is advisable that you back up embedded files by saving a separate copy in a project folder. This also adheres with the organisations electronic filing procedure.Project [email protected] CostTotalPERSONNEL COSTS (e.g. staff wages, marketing professionals, security, entertainers etc.). For project team members, everyone earns $30 per hourStaff WagesWages of event [email protected]$30$90Marketing ProfessionalsAmount spent on promotion of the event along with salary paid to marketing [email protected]$100$100SecurityWages paid to the security [email protected]$20$40EntertainersAmount paid to the [email protected][email protected]$TOTAL PERSONNEL COSTS$380PRODUCTION COSTS Please provide a breakdown of the project’s production, exhibition, event and material costs.Catering costsamount paid to the catererN/[email protected]$8000$8000Venue costsamount spend to book the venue for the charity dinnerN//[email protected]$2000$2000Decoration costsamount spend on the decoration and furniture at the venueN/[email protected][email protected][email protected]$TOTAL PRODUCTION COSTS$ 15000ADMINISTRATION COSTS (e.g. insurance, office supplies, photocopying, postage, stationery, telephone, etc). Please provide a breakdown of the project’s administrative and overhead costs.InsuranceInsurance paidN/[email protected]$500$500Office suppliesEssentials required to work at the office2 [email protected]$250$500StationaryStationary supplies required to maintain records and to keep track of the tasks10 [email protected]$10$100PhoneBills of the phones used during the projectN/[email protected]$100$100InternetBills [email protected]$10$100TOTAL ADMINISTRATION COSTS$1300MARKETING COSTS Please provide a breakdown of the marketing and promotion costs for the project.AdvertisementPromotion through televisionN/[email protected]$100$100Print mediaPromotion through print mediaN/[email protected]$100$100Social mediaPromotion through social mediaN/[email protected][email protected][email protected]$TOTAL MARKETING COSTS$300TOTAL PROJECT COSTS (A)$16980 Project [email protected] CostTotalEARNED REVENUE (e.g. admission fees, sales of publications or merchandise, estimated sales of raffles or item auction). Please provide a breakdown of your earned revenue.Admission FeesAdmission fees of the charity [email protected]$100$20000Sales of MerchandiseMerchandise sold during the [email protected]$500$5000Item AuctionsItems auctioned at the [email protected][email protected][email protected]$TOTAL EARNED REVENUE$29000 e) Other Resources In this section you will be required to document all resources that are available for you to access. You must document and explain: Project management tools available to you and how they contribute to the project. Consider the tools used throughout this template in your response. Documents used to define the parameters of the project Human resources availableProject management toolsMicrosoft ExcelDocuments used to define parametersPolicies and ProceduresHuman resources15 f) Relevant Government Policy, Legislation and Rules In this section you must complete the table provided by explaining how each piece of legislation listed will impact the organisation in relation to the project.Applicable legislationImpact on project workWork Health and Safety acts, regulations and codes of practiceWill ensure the health, safety and well-being of the employees while at workplacePrivacy Act 1988 (Cth)Will help to protect the privacy of the individualsAnti-discrimination legislationWill ensure that there is no biasness at the workplace and everyone has a fair and equal opportunityCompetition and Consumer Act 2010 (Cth)Will help to enhance the welfare of Australians through the promotion of competition and fair trading and provision for consumerCopyright Act 1968Will help to regulate copyrights of different art forms being presented at the show g) Reporting and record keeping requirements In this section you will be required to explain the organisation’s reporting requirements in the table provided and summarise the record keeping requirements outlined in the project management procedure.Reporting requirementsReported byTo whomReporting requirementsFrequency or deadlineEvent coordinatorEvent managerResources required to execute the charity event along with the human resources involved and timeline of various tasksOnce in a monthEvent volunteersEvent coordinatorUtilisation of resources and progress of event preparationsOnce in a weekAccounts managerEvent coordinator/ event managerBudgetary requirements, utilisation of available financial resourcesOnce in a weekElectronic recordkeepingFile namesFiles will be saved with file names such as budget, timeline and other names relevant to the data being stored in these filesSaving filesFiles will be saved in a secured folder with extensions like docx and pptFile securityFAT, NTFS, NFSBacking up filesFile backup shall be taken on cloud services on a weekly basisArchiving filesMultiple files with similar data can be archived Project Management Plan h) Stakeholder Management and Communication In this section complete the table by: Listing the key stakeholders who will impact the project or be impacted by the project Describing what will be communicated to keep them engaged Outlining the communication method (phone, email, in person etc.) Documenting the frequencyStakeholders identifiedWhat will be communicatedCommunication methodFrequencyEvent Volunteers/ Project TeamTimelines and tasksOnline/offlineEvery weekSponsors of the EventFinancial resources requiredOnline/offlineOne in a monthRepresentatives from BeyondblueFunds raised for charityOnline/offlineEvery weekEvent CoordinatorProgress of the eventOnline/offlineEvery weekEvent ManagerProgress of the eventOnline/offlineEvery weekGuests of the EventEntertainment facilities available in the event and cause behind the eventOnline/offlineEvery week i) Related Projects In this section you explain if there are any related projects (or major change initiatives) that this project supports, or, if the project is a standalone project.Health and wellbeing program. RISK ASSESSMENT RATING MATRIX Use this table to determine the current risk for each identified hazard.LIKELIHOOD RareThe event will only occur in exceptional circumstances UnlikelyThe event is not likely to occur in a year PossibleThe event may occur within a year LikelyThe event is likely to occur within a year Almost certainThe event is almost certain to occur within a year CONSEQUENCE Severe/Catastrophic(Accidental death/serious injury) MEDIUM HIGH EXTREME EXTREME EXTREME Major(serious injury) MEDIUM MEDIUM HIGH EXTREME EXTREME Moderate(Lost time due to workplace injury) LOW MEDIUM HIGH HIGH HIGH Minor(Minor workplace injury –no lost time) LOW LOW MEDIUM MEDIUM MEDIUM Minimal(no injury) LOW LOW LOW LOW LOW RISK LEVELS Resolution at each level involves reducing the risk level to a lower level of risk Extreme – requires immediate assessment with management consideration. A detailed plan, regular monitoring and reporting is required with a target resolution within 1 month timeframeHigh – requires immediate assessment with senior staff consideration, planning and reporting. Target resolution should ideally be within 3 monthsMedium – reviewing of existing controls and planning required. Resolution timeframe should be within 1 yearLow – the risk may be tolerable and controlled if managed with high-quality process and procedures CONSEQUENCE TABLEUse the following matrix to rate the consequence of each identified hazard. Where a hazard could have multiple consequences (for example, injury and financial cost) the highest consequence should be selected. DescriptionConsequenceInjuryIllnessEnvironmentFinancial costCatastrophicFatality or permanent disabilityFatality or permanent disabilityDisastrous and/or widespread environmental impactHuge (greater than $500,000)MajorLost time injury (greater than 2 weeks)Lost time injury (greater than 2 weeks)Serious environmental impactMajor ($50,000– $500,000)ModerateLost time injury (less than 2 weeks)Lost time injury (less than 2 weeks)Substantial environmental impactHigh ($20,000– $50,000)MinorRequires basic medical treatmentRequires medical treatment, for example, for skin rashesSmall and / or localised impactMedium ($5,000– $20,000)MinimalMinorMinor, for example headache/nauseaLittle or no environmental impactLow (less than $5,000) j) Risk Management Plan In this section you must conduct a risk assessment and document details in a risk register. To do this, you must: Provide a risk description Determine the likelihood of the risk Determine the potential impact of the risk Document a potential risk control Document a consequences rating Document a risk level A risk assessment matrix and consequence table have been provided for you to use. It is expected that you identify a minimum of 10 applicable risks (with at least 2 relating to WHS). In the bottom of the risk assessment table, explain the processes you used for identifying and managing risk in a project.Risk DescriptionLikelihoodPotential ImpactPotential Risk ControlConsequences RatingAccidental deaths or serious injuriesMediumMay take the life of people working on the projectEnsure regulatory compliances related to health and safety are metCatastrophicSerious InjuriesMediumLost timeEnsure regulatory compliances related to health and safety are metMajorWorkplace injuryHighLost timeEnsure regulatory compliances related to health and safety are metModerate k) Quality Management Plan In this section you will be required to document the quality assurance processes you will apply to ensure the outputs are delivered fit-for-purpose and the work of the project is managed appropriately. You must explain: The quality assurance philosophy The quality assurance methods you will use Procedures and processes listed in the tablePhilosophyThe quality assurance philosophy in this case will be: Working in partnership with stakeholders and utilising a consultative approach to ensure broad stakeholder support Effective processes to support arrangements for good governance and accountability Input from individuals with appropriate subject or technical expertise to ensure development of outputs that are fit for purpose Standards for output quality using workplace documentation and templatesQuality assurance methodsBenchmarking and operations analysisAdherence to proceduresOrganisational procedure/processRelevance to the projectLines of authority and approvalsthis will ensure that all the activities and tasks are completed in a timely manner within the budgetHuman resources (code of conduct)will ensure ethical workplace culture and safety and well-being of employeesBudgets and financethis will ensure that there are sufficient financial resources for the project l) Project Closure & Outcome Realisation In this section you will be required to outline the process you will use during the finalisation stage of the project.All contracts and documentation shall be reviewed and the deliverable of the project shall be transferred formally. The resources, which are no longer required by the project shall be released. Document Version Control History In this section you will be required to record the version number and the critical changes made through the development cycle of the project plan.Version no.Date publishedAuthorSummary of changes to document124 NovemberMarufNo changes to the document has been made as of now.

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