The document provides a project management plan for organizing the Global Project Management Conference (GPM). It includes sections on scope, schedule, cost, quality, communications, human resources, risks, and stakeholders. The scope section describes the main objective as conducting the GPM conference to emphasize project management's role in mitigating risks from natural disasters. It provides deliverables, constraints and assumptions. The schedule section includes a work breakdown structure and timeline with tasks from developing the project plan through closing review. It lists activities, durations, dependencies and milestones. The conference activities include general sessions, seminars, exhibitions and panel discussions across three days in May 2015.
4. E-Sis
Company
Project Scope Statement
• Project Scope
• Provide necessary resources and capabilities of Project
Management as a tool to take decisions on critical
businesses in order to conduct Global Project
Management conference.
5. E-Sis
Company
Project Scope Statement
• Main Objective
• To conduct Global Project Management Conference in
order to emphasize that Project Management is crucial for
mitigating and avoiding risks of critical businesses
including nuclear threats due to natural disasters.
• Deliverables
1) Master Project Plan
2) Global Project Management Conference
3) Summary bulletin
6. E-Sis
Company
Project Scope Statement
• Constraints
• Budget Constraint
• Government budget is limited. The financial plan has to mention the project costs,
revenues, the conference fee and other financial elements in detail.
• Cost & Profit
• Conference entry fee must be less than 200 US$. Profit ratio should be in the range of 5%
to 10%.
• Time Constraint
• 20th. November, 2014 – 29th May, 2015
• Assumptions
• Participants
• 4000 individuals and two participants from each 60 companies will be participated.
• All participants will be actively participated in avoiding and mitigating nuclear threats
associated with natural disasters.
• Analogue cost estimate method will be succeeded
7. E-Sis
Company
Proj: Scope Statement
Time Description
Nov. 20 RFP submitting
Nov. 21 – Dec. 5 Master project plan development
Nov. 27 Internal Review
Dec. 4 Internal Review
Dec. 11 Master project plan presentation
Dec. 12 - 19 Primary contractor selection
Dec. 24 Project kickoff
Dec. 25. – Jan. 16 Detail project plan development
Jan. 21 Final project plan review
Feb. 2 – Apr. 27 Fortnightly progress review
May 1 Final progress Review
May 13 -15 Conference
May. 29 Closing review
Milestones
9. E-Sis
Company
Conference Schedule
Time Day 1 Day 2 Day 3
General Session
Seminar 2 for G1,G2,G3,G4 -
At R1,R2,R3,R4
Introduction on Exhibition
Exhibition Part 2 for
G5,G6,G7,G8
12.00 - 1.00 p.m Break Break Break
Seminar 1 for
G1,G2,G3,G4 -At
R1,R2,R3,R4
Seminar 2 for G5,G6,G7,G8-
At R1,R2,R3,R4
Exhibition Part 1 for
G5,G6,G7,G8
Exhibition Part 2 for
G1,G2,G3,G4
4.00 - 4.30 p.m. Tea Break Tea Break Tea party & Close
Seminar 1 for
G5,G6,G7,G8 - At
R1,R2,R3,R4
Exhibition Part 1 for
G1,G2,G3,G4
Conference Schedule
9.00 a.m - 12.00
1.00 - 4.00 p.m
4.30 - 7.30 p.m.
Feedback, Review Session
Network Meeting - All
Group at Main Auditorium
Panel Discussion- All
Groups at main Auditorium
10. E-Sis
Company
Work Breakdown Structure
Global Project Management Conference
(GPM)
(D1)
Master Project Plan
Develop Master
Plan
Submit
Proposal
Finale Project
Review
Presentation to
IUJ
(D2)
Conference
General Session
Logistic
Seminars
Logistic
Network
meetings
Logistics
Panel
discussions
Logistics
Exhibitions
Logistics
Feedback
Session
(D3)
Summary Bulletins
Reviewing
Documentation
Submit Bulletin
11. E-Sis
Company
Work Breakdown Structure
Logistics
Venue
Enquires
Select & Book
Speakers
Invitations
Confirmations
Delegation/
Participants
Invitation Confirmation Public Announce
Press
Conference
Press Release
Advertising
Food &
Accommodation
Enquires
Select & Book
Transportation
Enquires
Bus Timetable
Handouts
Collect Handouts
Printing
22. E-Sis
Company
Cost Estimate
Expected Revenue
No. of Participants
Individuals 4,000
Company 60* 2 persons 120
Total Participants 4,120
Expected Project Revenue = No. of Expected Participants * fee
per one participant
=4120*US$200
= US$ 824,000
23. E-Sis
Company
Estimate cost
US$
Total Bugeted Staff Cost 72,975 Annex 1
Deliverable-1
Fees for Hire Expertise of Project Dev Plan -
Deliverable-2
Advertising Fees 1,500
Fees for Venue (May 12 ~15) 500 Per Day 4 Days 2,000
Mailing Fees to invite delegates 1 Per Mail 4120 Perticipants 4,120
Public Announcement 500
Food & Beverages 4 Days 15 Per Day 4120 Perticipants 247,200
Accomodations 4 Days 15 Per Day 4120 Perticipants 247,200
Printing Handouts 7 booklets 2 Per Booklet 4120 Perticipants 57,680
Resource Person 2 hrs 100 Per Hr 7 Resource Person 1,400
Printing & Submitting Bulletins 7 booklets 2 Per Booklet 4120 Perticipants 57,680
Deliverable-3
Printing Bulletins 1 booklet 3 4120 Perticipants 12,360
Contigency Amout (5% of Budget) 37,007
741,622
Estimate Cost
28. E-Sis
Company
Stakeholders
• International University of Japan (IUJ)
• Project contractor
• Executive Director(Yuichi Naito)
• Projective Executive (Jey Rajasekera)
• Niigata Prefectural office
• Ministry of Economy, Trade and Industry(METI)
• Japan International Cooperation Agency (JICA)
• Project Management Association of Japan (PMAJ)
• Public Companies
• General Participants
30. E-Sis
Company
Project Team
Communication Plan
Audience Information Method Frequency Who is
Responsible
Owner and
Cosponsor
Project
announcement
E-Mai l,
Fax
Weekly Team Leads
Project teams Team Meeting Meeting Daily Team Leads
Project Teams
Owner and
Cosponsor
Team Meeting ,
Meeting Minute
E mail, Fax Weekly Team leads
Participants Meeting Agenda Email , Fax 2 Weeks
before
Conference
Project
manager
31. E-Sis
Company
Project Team Communication
Plan (cont. )
Audience Information Method Frequency Who is
Responsible
Owner and
Cosponsor
Project
Implementation
Network
Meeting, Video
Conferencing
One Month Project
Manager
Project
Manager
Feedback from
Stakeholder
E mail, Fax,
Video
conferencing,
cell phone
One Month Owner,
Cosponsor
36. E-Sis
CompanyRisk
Nr.
Risk Description Possibility
Impact/
Severity
Risk Management Plan/ Mitigation Strategy
1
Over costing more than the budget
allocated
Medium High
The budget is limited. Thus, Marketing team should define
advertising strategy to guarantee that at least the pre-
registration of 4000 fees. Part of money collected would
help in preparation of the conference.
2 Lack of funding High High Ask for JICA and METI financial support
3 Delay on schedule Medium Medium
Organize meeting with facility staff members before the
conference
4 Guest Speakers cancelations Low High
Ask to the guest speaker confirmation and update speaker as
cancellation occur
5
Lack of audience/ reduced
number of participants
Medium High
- Advertising
- Create a Website for a conference
- -Online Registration
- Inviting famous Guest Speakers
(Specialists in Project Management)
- High participation of Project Management Association of
Japan
6 Natural Disaster (Eg. Earthquake) Low High
Prepare an emergency plan for quickly evacuation in case of
natural disaster
7
Delay on logistics (Catering,
accommodation and
transportation)
Medium High
Update to Catering Service about the final number of
participants, according to pre-registration. Logistics Officer
must in permanent contact with the Hotels contracted.
8
Equipment problems (Computer
and
High Medium Allocate an IT staff
9
Equipment problems (Computer,
projectors and printers)
High Medium Allocate an IT staff
38. E-Sis
Company
Stakeholders
Stakeholders
IUJ Project Team
(Project Owner)
Project Director
(Yuichi Naito)
Project Executive
(Jey Rajasekera)
Primary Contractor
Cosponsor
Niigata Prefecture
Government
Ministry of Economy,
Trade and Industry
(METI)
Japan International
Corporation (JICA)
Project Management
Association of Japan
Public Companies General participants