Final Project Proposal and Project Presentation

Running head: PROJECT MANAGEMENT 0

Project Management

Name

Institution

Project Management

Part 1

Based on the WBS for the conference project plan, the main task that the project committee will be tasked to do will entail eleven (11) tasks. The eleven tasks are not arranged in the order in which they will be executing since some will either run simultaneously with others, or some will need start at a later or schedule time.

The first task for the members to embark on will be the Conference Planning Analysis, where the committee tasked for the project planning will deliberate on the numerous requirements, as well as tasks towards realizing the success of the project. The second step will be creating the Budget for the Conference and Planning, which will entail breaking down the cost of preparing and hosting the conference. The process will entail cost estimation of specific tasks in different stages of the project planning, as well as during the period of hosting the conference.

The third task will be initiating the registration process of the people who will be attending the conference. This process will be started 5 months before the anticipated day of the conference. However, the registration will run for 4 months, and thus, it will be stopped a month before the conference to allow the project committee to deliberate on the number of attendees. Also, at the same time of starting the registration of attendees, another team of project members will be seeking sponsorship of the conference. The exercise will be aimed at drawing corporates and business within the context of the clinical lab to play a role in influencing people to register for the conference.

In exactly 4 months to the planned opening of the project, a group of project committee will be assigned to seek guest speakers to grace the event. About 10 or 12 key note speakers are expected to attend the occasion. Also, 4 months to the event, selected members of the project committee will be required to arrange for transportation of all people who will attend the conference. The transportation will also airport transfers for guest speakers. The team in charge of this task will be required to have the transportation plan ready one month before the conference.

Moreover, 3 months to the day of the conference, another team from the project committee will be assigned to the preparation of Conference Center/Hall. The 10 member team will be required to organize the equipment necessary for the event. The resources or equipment required for the venue preparations will include the following:

• Overhead projector

• Film projector

• Projection stands

• LED Screens

• Video equipment (VHS, DVD, teleconferencing)

• Microphones

• Computer

• Lighting

• Loud speakers

Also, concurrent with preparation for the venue of the conference, another team of members from the project committee will be required to make arrangement for meals and accommodation. The team will be responsible for ensuring the target number of people who will be attending the meeting get a proper meal and accommodation plan throughout the conference.

More importantly, two months before the planned day for the start of the conference, the project committee review the progress of the Conference Plan. The meeting will be important as it will focus on pointing any weaknesses, as well as providing necessary changes as per the progress of the project plan. Lastly, two weeks to the start of the conference, the committee shall meet and deliberate on any necessary changes as per the project plan. Once the project committee is satisfied, the project manager will then approve the project plan.

Part 2

Department/Agency: Clinical Lab Conference in Chicago - Project Committee

Issue Date: 17th October 2016

Project Name: Annual Conference for Medicine in Clinical Lab in Chicago

Project Sponsor:

Project Contact

Contact Phone:

Contact Email:

Due Date for Statement of Work: 19th May 2017

Scope Statement Purpose

To plan and offer services that ensure realization of a successful conference on 5th June -7th June 2017

Project Background and Objectives

The project entails preparations towards the Annual Medicine in Clinical Lab to be held in Chicago between 5th and 7th June 2017. The project committee is tasked with the planning and execution of tasks that will ensure the conference is successfully realized.

• The projects objectives are listed as follows:

• To register people for the conference.

• To provide an assessment of the budget for the conference.

• To source for engaging and dynamic speakers.

• To secure necessary tools to the venue of the conference.

• To plan for transport and accommodation of people attending the conference.

• To ensure the provision of quality meal plans for all people attending the conference.

• To ensure the conference is a success and preparations are concluded promptly.

The project plan entails preparation for medicine in clinical lab conference that will be held in Chicago between 5th and 7th June 2017. The project committee is tasked to the preparation towards the event. The project committee is obliged to ensuring the success of the conference regarding planning and assessing the budgetary requirements of the conference.

The project plan will be executed from 17th October 2016 and will conduct the necessary process through to 19th May 2017, a week before the scheduled date for the start of the conference.

Estimated Budget

The project is estimated to cost USD 1,000,000.

Summary of action items identified through FMEA

The Failure modes and effects analysis (FMEA) worksheet that was completed for this project showcases various action items that will be useful in increasing the probability of the project being considered as successful by the customers. In this regard, the FMEA covered three important issues that were considered to be potential of huge concern to the attendees. In this regard, these issues were the choice of speaker, accommodation plan, and quality of food provided at the conference.

As presented in the FMEA worksheet, one of the important items that would concern the attendees is the quality of the speakers at the conference. Therefore, the project committee is obliged to finding engaging and dynamic speakers for the occasion. Having good speakers with logos, pathos, and ethos is thus key to the project committee to ensure the success of the conference as it would ensure the expectations of the attendees are fully met. It is for this that the project committee considers engaging with stakeholders within the context of the clinical lab to ensure good speakers with a good reputation are invited. For this reason, the project management committee is devoted to avoiding speakers with poor oratory skills. It was also noted that possible reasons for having disengaging speakers could happen in the event a speaker is not familiar with the specific topic assigned to discuss. Therefore, the project committee considers a thorough evaluation of oratory skills and experience of individuals selected to address the conference as a way of ensuring that only engaging and quality speaker are selected.

Also, among the items identified to potentially cause dissatisfaction to the attendees is accommodation plans provided during the conference. As per the survey provided, 95 percent of respondents showed concern in the accommodation, in which they preferred being accommodated within the premises hosting the conference. In this regard, the project committee is obliged to ensure that accommodation for all attendees is at the physical location of the conference. For this reason, the project committee considers liaising with the Hotel hosting the conference to ensure they guarantee accommodation to all attendees. The project committee responsible for the planning of the event acknowledges that one of the possible causes that could lead to attendees being accommodated away from the hotel hosting the conference would be the failure by the hotel management to preserve accommodation enough slots for people attending the event. It is also highlighted that the reason such an occurrence would be as a result of poor communication regarding accommodation plan between by team in charge of accommodation and the management of the hotel.

Lastly, the attending would be concerned about the meals provided during the conference. The project committee highlights the lack of sub-standard foods as a possible reason for displeasure among attendees. For this reason, the project committee is seeking to ensure that the types of foods are wonderful and equally, meet the standard of any diet restrictions. It is acknowledged that attendees would be outranged in an occurrence of badly prepared or served foods, as well as the lack of good meal plan and low-quality meals. The project committee responsible for the planning of the conference recommends meals to be served by the catering department of the hotel to ensure that quality is highly upheld. Since the hotel already has a good reputation for serving top quality foods in different varieties, the project committee recommends outsourcing the services of the hotel for the meal plan of the conference.