You have been employed as a project manager for Hire Events, an event management organisation. The newest project has been assigned to you, and you will need to plan a conference for a state-based organisation, specialising in project management. This conference will be aimed at small- to medium-sized organisations and allow for speakers to present topics of interest, while allocating a separate and ongoing exhibition venue for vendors of project management tools, with paid participation in the exhibition by the vendors. The conference is expected to draw about 300 attendees from within and outside the state. You will have the support and assistance of the Marketing team, the Procurement team, PMO Officers and the Finance team. The venue has been organised and booked for the agreed date, which is three months away. The conference will be held over three days, from Friday to Sunday at the end of the month (please add 3 months to your start date for this subject and select the final weekend of that month). The conference will include a dinner at the conclusion of the event. Your state capital city has been selected as the host city/branch for this conference. Participants will need to book and pay for the dinner in addition to the conference fee. The venue includes catering stalls for the purchase of meals, and the cost of lunch is included in the conference. Morning and afternoon teas will be supplied by the venue. It is important that the conference generates a profit of at least 10% so that initial funding for future conferences is confirmed. The overall theme has been agreed on by the hosting organisation; however, the workshop themes and the location of each workshop/presentation within the venue have not been agreed on. The host organisation has accessed the TryBooking app for the booking of all seats at the conference, and the marketing officer is responsible for the maintenance and update of the bookings and the booking information. The marketing officer is also responsible for creating the marketing artefacts and ensuring that these are distributed to current and future members of the organisation. The finance officer will manage all incoming and outgoing funds, and you will need to liaise with the allocated finance officer to ensure that the project is delivered within the agreed budget. Your project steering committee will approve each subplan as you develop it and will then allow you to save it as the baseline. You will track your project against the agreed baseline. The client has documented standards for the delivery of their conferences and expect that this conference will comply with the standards. Standards and reporting requirements for the delivery of all projects are available from the PMO. The venue also has safety and wellbeing standards for all events held at the venue. You will find the sample documentation in the Appendix section of this document, but you should consider further research to gain an understanding of the quality requirements of this project. Your first task, therefore, having confirmed the venue and hotel facilities, is to put together the project team and the workshop leads. This includes managers in charge of each of the tracks, the social program, the local arrangements, and all other details. PROJ6002 Hire Event Project Case Study - The project team needs to organise this event using a functional approach. You will lead the primary responsibilities along with your key project team members. Next is the development of the work breakdown structure and the Gantt chart of activity schedules. A sample activity list is supplied in Appendix 1. As demonstrated there, scheduling all the work for a major event such as this requires significant effort. This conference offers 15 workshops composed of development activities and case studies and allows vendors to present case studies in addition to procuring a stand in the vendor display. Vendor exhibition costs are based on set sizes, and vendors will be allowed to share larger sites if required. Available identified resources are provided in Appendix 5. You may add to these resources as required. Please remember that you do not need to create a resource management plan, but you do need to allocate costs to each resource, so that you can calculate costs and determine the budget in a future learning activity. Objectives of the Conference To deliver high-quality, value-added training workshops that will be useful for the attendees. To establish a social network platform and community of practice that will reflect well on collaborations. To raise the profile of the host organisation within the project management community To meet strict financial criteria. Deliverables The key deliverables for the project are: Schedule for the planning and delivery of the project Plan for the technical program including conference workshop themes, tracks, special interest groups and a master schedule. Layout and plan of workshops within the venue including start and finish time and room location. Marketing plan and schedule Cost plan including a return-on-investment and break-even analysis. Contingency plans for IT support, catering Delivery and post-delivery of the conference Project management of all supporting activities to ensure that the event is delivered on time and on budget, and delivers the objectives identified by the client. PROJ6002 Hire Event Project Case Study | 5 Quality Management: Appendix 1: Conference Delivery Standards The host organisation has set standards and requirements for conference delivery. These standards are the baseline for conferences, and the event manager will provide a document that identifies and clarifies the quality and delivery approach to meet the required standards. Our conferences represent us and are based on our mission and values. Conferences are therefore delivered to ensure our reputation of quality delivery of learning and value. Topics and themes delivered via our conferences adhere to the PMI core ethical values of Responsibility, Respect, Fairness, Honesty. Our conferences support the PMI Culture Values: Make it Easy; Aim Higher; Be Welcoming; Embrace Curiosity; Together We Can. Our conferences provide a platform to learn and engage in thought-provoking conversations and discussions. We will not tolerate harassment, discrimination against a group or class of people or any inappropriate behaviour toward any participant. Our conferences deliver value to PM practitioners and the PM community at large. Appendix 2: Project Management Delivery Standards The following standards are a minimum requirement for all projects delivered by Hire Events. Documentation and evidence to be provided to the PMO, and templates for use by project managers are available from PMO. Hire Events uses the PMBOK standards for project management. All required subsidiary plans for the project management plan are to be completed and submitted to PMO prior to submission for approval by the project steering committee. Project performance is tracked against the project baseline, including the schedule, cost, scope and quality. Project performance is reported monthly to the project steering committee. Project documentation is provided to PMO three days prior to the project steering committee Meeting for review. Project performance and status reporting data are added to the project dashboard for PMO reporting. Project managers are PMP-certified and act in accordance with the PMI Code of Ethics. Appendix 3: Venue Conference Standards These standards are developed to reduce risks of harm to people and equipment used in the hire of the venue for events. The standards detailed below will be confirmed and must be followed in compliance with the agreement for the venue hire. The client will prepare a plan for compliance with the standards and submit this for approval 10 days before the beginning of the event. Failure to submit the plan may result in the cancellation of the booking and forfeit of the booking deposit. Venue Pre- and Post-Event Occupation / Bump-In and Bump-Out Dates and times for bump-in are fixed and not negotiable. Client staff and contractors are to report to the venue occupation manager on arrival and must follow all provided instructions. PROJ6002 Hire Event Project Case Study Clients will be allocated arrival and departure times. Each vendor is allowed a maximum of 10 staff members onsite. Safety on site is paramount, and all staff and contractors onsite during bump-in and bump-out are to wear high-visibility wear. Passages between vendor sites must be kept clear at all times. Use of mechanical equipment for bump-in or bump-out is to be pre-approved by the venue occupation manager. Venue Event Occupation Venue opening and closing times are to be strictly followed. All participants are to display their event tag at all times. Participants are to scan their event tag on arrival and departure. Maximum venue occupancy numbers apply. The client is responsible for the cleaning of amenities and meal facilities. The venue offers cleaning suppliers if required. The client will include the cleaning plan as part of the standards compliance. Amenities are to be checked and cleaned every two hours. Meal facilities are to be cleaned immediately post-meals. PROJ6002 Hire Event Project Case Study - T1 2024 Page | 7 Scope Management and Schedule Management Appendix 4: Sample Conference Project Activities ID Description Duration Predecessor A Conference Project Management AA Recruit project team 22 days - AB Establish organisational procedures 30 days AA(ss+1) AC Establish CAO support levels and budget 25 days AA(ss+1) AD Develop conference goals and objectives 30 days AC(ss+6) AE Issue reports to board of directors 20 days AA(ss+1) B Technical Program BA Develop conference workshop themes 20 days AD(ss) BB Recruit technical program team 28 days BA(ss+6) BC Strategise tracks and special-interest groups 20 days BB(ss+6) BD Develop workshop process procedures 10 days BC(ss+6) BE Interface with education committee on workshops 20 days BD(ss) BF Plan and issue call for papers/panel discussion 15 days BE(ss) BG Recruit invited papers/panel discussions 10 days BF(ff) BH Recruit workshop moderators 10 days BG(ff) BI Finalise workshop themes 7 days BD(fs-1) BJ Plan and issue press release 5 days BI(ff) BK Develop and issue master schedule for workshops 10 days BJ(ff) BL Organise awards for staff excellence 5 days BK(ff) BM Identify audio/visual requirements 10 days BL(ss) BN Develop and issue post-conference technical report 7 days CH(ss) C Conference Strategy CA Establish participation philosophy 20 days AB(ss+8) CB Target primary units 13 days CA(ss+12) CC Solicit participation 5 days CB(ss+2) CD Recognition 5 days CC CE Establish objectives 10 days CD(ss+5) CF Identify available activities 15 days CE(ss+1) CG Analyse cost-benefit 9 days CF(ss+2) CH Identify recommendations 7 days CG D Vendor Exhibition DA Develop vendor exhibition options, size and cost 15 days AD, BA DB Recruit vendors for exhibition 28 days DA DC Strategise vendor themes and special interest groups 20 days DB(ss) DD Develop vendor exhibition processes and procedures 10 days DA(ss) DE Identify vendor-specific requirements 20 days DC(ss+10) DF Finalise vendor exhibition layout 10 days DE DG Vendor exhibition bump-in and bump-out process and schedule 3 days DF DH Develop and issue post-conference exhibition report and marketing 7 days FE E Publicity EA Logo development and approval 22 days BC(ss) EB Advertising - public and trade media releases 22 days DA(ss) PROJ6002 Hire Event Project Case Study - | 8 ID Description Duration Predecessor EC Video production 9 days DB(fs-4) ED Promotional materials - identification and approval 13 days DC(ss) EE Regional newsletter articles 13 days DE(fs+7) F Conference FA Manage vendor exhibition bump-in 1 day FB(fs-1) FB Host conference 3 days BM(fs+7) FC Manage vendor exhibition 3 days FSss FD Manage vendor exhibition bump-out 1 day FC(fs+1) FE Assemble and issue post-conference report 6 days EA(ss),BN,CH PROJ6002 Hire Event Project Case Study - T1 2024 Page | 9 Cost Management Appendix 5: Resources and Resource Rates Title Responsibilities Internal/ External Hourly Rate $ Availability PM Project Manager Management of project Internal 75 100% VM Vendor Manager Management and coordination of vendors Internal 65 60% SM Speakers Manager Management and coordination of speakers Internal 50 50% MO Marketing Officer Marketing artefacts creation and distribution; management of TryBooking app and information Internal 45 50% PO Procurement Officer Procurement activities Internal 45 20% PMO PMO Officer Scheduling, reporting, project management support Internal 55 60% FO Finance Officer Manage all incoming and outgoing funds, budget management and oversight Internal 50 20% DM Delegates Manager Oversight and communications with Delegates Internal 55 75% WSM Workshop Streams Manager General oversight of workshop streams Internal 45 65% SPM Social Program Manager Leads Social Program team Internal 45 70% PS Project Sponsor Project Steering Committee Lead, reports to ELT Internal 120 25% PQO Project Quality Officer Quality processes and adherence to quality standards for project and product outcomes Internal 45 50% S1 Stream 1 Lead Organise and manage Stream 1 workshops

PROJECT QUALITY MANAGEMENT PLAN OVERVIEW

Provide the purpose of this document and its structure.

The plan will include a description of how applicable policies, procedures and guidelines will be implemented to achieve the quality objectives of the project.

research the relevant quality management resources provided in the module, and ensure that you have written this plan using a language that will allow stakeholders to understand the quality implications and objectives of the project, as well as instill confidence that you will deliver a project and deliverables based on the quality objectives and standards articulated in this plan.

PROJECT QUALITY MANAGEMENT PLAN

Outline the anticipated quality requirements and standards that the capstone project will be complied with. The quality management plan describes how policies, procedures and guidelines will be implemented to achieve the quality objectives of the project.

You should ensure that this quality management plan includes processes and metrics for quality management, quality assurance and quality control, and that this quality management plan is consistent with your organisation's quality policies, processes and procedures.

Provide a definition of project quality and quality management processes to be used for this project.

Quality Management Outline:

Outline the anticipated quality requirements and standards with which the project will comply.

Key Milestone / Deliverables	Quality Metrics / Standards	Quality Assurance Activities	Quality Control Activities

Quality Standards:

These standards are usually industry- or product-driven. They may also be ISO standards, IEEE, or some other regulatory or industry body.

List the quality standard to be used for compliance in this project. You will define quality metrics based on these standards.

Quality Objectives:

Quality objectives are the measures that must be achieved by the project or product components to meet the stakeholders' needs. Objectives define the target that you want to meet. You may use metrics or specifications that provide a quantifiable measurement of success.

Identify the metrics and how they can be achieved here.

Metric or Specification	Measure