Project Management Assessment – Stakeholder Engagement And Scope
- December 28, 2023/ Uncategorized
Project Description and Background
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1 Project Description 1.1 Project Description and Background The project mainly reflects on hosting NAIDOC week celebrations within CQUniversity in order to raise awareness about the different perspective as well as culture of the people who are mainly residents of Aboriginal as well as Torres strait Island within the people who are mainly associated with CQUniversity. Additionally, the event of week celebration is mainly hoisted in order to improve opportunities for proper cultural collaboration as well as coordination within the indigenous people. The event of NAIDOC week celebration is mainly hoisted by the SET indigenous committee so that they can easily raise among the students and employees of CQU university. It is found that the event was mainly organized in different campus of CQUniversity including Brisbane, Perth, Melbourne, Rockhampton. 1.2 Justification
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2 Stakeholders 2.1 Key Stakeholder List
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Stakeholder |
Category (i.e. Sponsor / Supplier / User) |
Description of Interest |
Description of Influence |
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1 |
SET committee |
Event organizer |
The event organizer is interested in the promotion of indigenous culture by arranging NAIDOC week celebration event. |
The event organizer is responsible for organizing the entire event of week celebration for promoting indigenous culture (Hornstein, 2015). |
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2 |
Event coordinator |
The Event coordinator is mainly interested in finishing the event by increasing professional experience among the team members of the event (Snyder, 2014). |
The event coordinator assists in increasing proper coordination skills among the project team members so that they can finish the time successfully on time. |
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3 |
Event manager |
The main interest of the event manager is to grow proper management skills among the team member and assists team members in number of extracurricular activities (Correa, 2016). |
The event manager are responsible of managing, coordinating as well as monitoring the event successfully within the expected time and budget. |
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4 |
CQUniversity |
Host/sponsor |
The project host is mainly interested in hoisting the NAIDOC week celebration for promoting indigenous culture. |
They generally provide fund for the event so that the NAIDOC week celebration can be finished successfully (Wexler, 2014). |
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5 |
Cultural event manager |
The main interest of the cultural event manager is to promote the culture of the indigenous people by involving both staffs as well as employees of the organization. |
As the cultural event manager is associated with indigenous community thus the person can share different types of aspects of indigenous people which are helpful (Too & Weaver, 2014). |
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6 |
Material supplier |
The main interest of the material supplier is to promote the event by providing proper material suppliers. |
The material supplier is very much interested in providing materials that are needed for the event of NAIDOC week celebrations. |
2.2 Stakeholders Engagement Assessment Matrix
Stakeholders Engagement Assessment Matrix
C= Current engagement
D= Desired engagement
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Stakeholder |
Unaware |
Resistant |
Neutral |
Supportive |
Leading |
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1. Sponsor Host |
C,D |
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2. Event organizer |
C |
D |
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3. Event program coordinator |
C |
D |
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4. Cultural event manager |
C |
D |
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5. Event manager |
C |
D |
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6. Material supplier for event |
C |
D |
2.3 Stakeholder Communication (1 mark)
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Communication method |
PULL or PUSH |
Justification |
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PUSH |
The project team members are asked to finish the arrangement for the NAIDOC week celebration within the timeframe of 50 days. |
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Meeting |
PUSH |
The project team members are motivated to work effectively as per project scope so that the entire work of the project must be completed within the expected budget and time. |
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Presentation |
PULL |
Proper presentation session is arranged in order to insist the employees and students of the university so that they can be able to work effectively within the project. |
3 REQUIREMENTS MANAGEMENT
Describe which approach is most appropriate and provide a brief explanation justifying your answer.
The most significant approach will be hiring one single individual from the university campus in order to represent each of the campus. This is generally because one single individual will be able to manage one campus quite easily however if only one stakeholder is appointed for all the campus of the university then it is quite difficult for that stakeholder to maintain all the campus effectively (McCarty & Lee, 2014). Therefore, selection of one project stakeholder from each of the campus will be helpful.
State which of the two opening statement styles ‘Welcome to Country’ or ‘Acknowledgement of Country’ is appropriate for the campus leaders to use and provide a brief explanation justifying your answer.
It is found that acknowledgement of country is the most suitable opening style in comparison to welcome to country opening style. This is due to the fact when the opening style” welcome to country” is used then it signifies that the indigenous people are not the natives of Australia. Therefore, it is very much suitable to utilize opening style that mainly includes all the individuals properly (Miller, Tait & Saunders 2015).
State whether the suggestion of using the previous event program and desktop research for the NAIDOC week events is an appropriate method of requirements gathering? Briefly explain your answer.
The suggestion of using the previous event program and desktop research is not suitable for the NAIDOC week celebration. This is because the entire event is totally different from the previous event as the objectives of both the event are different. In addition to this, if the project manager is able to utilize the previous event as one of the benchmark for this project then they can use it (Hornstein, 2015).
What document is used to track or ‘trace’ requirements throughout the project life cycle?
All the requirements of the project lifecycle are tracked as well as traced with the help of the document that is known as resource book. It is found that the resource book is very much helpful as well as beneficial in recording the resources of the project effectively. Furthermore, it is found that this book is generally used as reference for checking the resource requirements effectively within the entire project (Snyder, 2014).
List the four components of the MoSCoW technique
The four components of MoSCoW technique are as follows:
- Should have
- Would have
- Won’t have
- Could have
- Must have
4 SCOPE Work breakdown structure Figure 1: Work breakdown Structure
(Source: Created by Author)
1 WBS Dictionary
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Arranging cultural training program |
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WBS ID |
2.1 |
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Description of work |
Proper training program must be arranged for the participants. |
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Cost Estimate |
$5,760 |
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Start and Finish Dates |
Start:28-05-18 Finish: 06-06-18 |
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Arranging cultural exhibition |
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WBS ID |
2.2 |
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Description of work |
Proper cultural exhibition is arranged for the participants of the project. |
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Cost Estimate |
$5,800 |
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Start and Finish Dates |
Start: 07-06-18 Finish- 15-06-18 |
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Restroom |
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WBS ID |
3.1 |
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Description of work |
Proper arrangements of restrooms are done for the participants of the project including employees and students of the university. |
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Cost Estimate |
$6,440 |
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Start and Finish Dates |
Start: 18-06-18 Finish: 27-06-18 |
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Drinks and snacks |
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WBS ID |
3.2 |
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Description of work |
Proper arrangement for drinks and snacks are done for the participants of CQUniversity week celebrations |
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Cost Estimate |
$11,560 |
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Start and Finish Dates |
Start: 28-06-18 Finish: 12-07-18 |
2 Schedule (6 MARKS)
2.1 Schedule Invitation to the guests
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Activity |
Description of work |
Start Date |
End Date |
Duration (days) |
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1.1.1 |
Making arrangement for the event |
Mon 07-05-18 |
Wed 09-05-18 |
3 days |
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1.1.2 |
Printing card for inviting guests |
Thu 10-05-18 |
Fri 11-05-18 |
2 days |
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1.1.3 |
Distributing the invitation cards |
Mon 14-05-18 |
Tue 15-05-18 |
2 days |
Welcoming guests to the event
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Activity |
Description of work |
Start Date |
End Date |
Duration (days) |
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1.2.1 |
Preparing the event hall for the event |
Wed 16-05-18 |
Fri 18-05-18 |
3 days |
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1.2.2 |
Installing additional facilities |
Mon 21-05-18 |
Tue 22-05-18 |
2 days |
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1.2.3 |
Welcoming guests |
Wed 23-05-18 |
Fri 25-05-18 |
3 days |
Arranging cultural training program
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Activity |
Description of work |
Start Date |
End Date |
Duration (days) |
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2.1.1 |
Developing group |
Mon 28-05-18 |
Tue 29-05-18 |
2 days |
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2.1.2 |
Providing training rooms |
Wed 30-05-18 |
Fri 01-06-18 |
3 days |
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2.1.3 |
Providing the facility of training |
Mon 04-06-18 |
Wed 06-06-18 |
3 days |
Arranging cultural exhibition
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Activity |
Description of work |
Start Date |
End Date |
Duration (days) |
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2.2.1 |
Developing group |
Thu 07-06-18 |
Fri 08-06-18 |
2 days |
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2.2.2 |
Assigning training rooms |
Mon 11-06-18 |
Wed 13-06-18 |
3 days |
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2.2.3 |
Training participants |
Thu 14-06-18 |
Fri 15-06-18 |
2 days |
Restroom
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Activity |
Description of work |
Start Date |
End Date |
Duration (days) |
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3.1.1 |
Preparing facilities |
Mon 18-06-18 |
Mon 18-06-18 |
1 day |
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3.1.2 |
Providing facility of water |
Tue 19-06-18 |
Fri 22-06-18 |
4 days |
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3.1.3 |
Opening rest rooms |
Mon 25-06-18 |
Wed 27-06-18 |
3 days |
Drinks and snacks
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Activity |
Description of work |
Start Date |
End Date |
Duration (days) |
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3.2.1 |
Hiring caterer |
Thu 28-06-18 |
Fri 29-06-18 |
2 days |
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3.2.2 |
Assigning area for cooking |
Mon 02-07-18 |
Fri 06-07-18 |
5 days |
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3.2.3 |
Distributing snacks and drinks |
Sun 08-07-18 |
Thu 12-07-18 |
5 days |
3.Cost Baseline (4 MARKS)
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Weeks |
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WBS id |
Activity name |
1 |
2 |
3 |
4 |
5 |
6 |
7 |
8 |
9 |
10 |
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1.1.1 |
Making arrangement for the event |
$840 |
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1.1.2 |
Printing card for inviting guests |
$560 |
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1.1.3 |
Distributing the invitation cards |
$560 |
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1.2.1 |
Preparing the event hall for the event |
$1560 |
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1.2.2 |
Installing additional facilities |
$1520 |
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1.2.3 |
Welcoming guests |
$2640 |
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2.1.1 |
Developing group |
$1680 |
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2.1.2 |
Providing training rooms |
$2400 |
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2.1.3 |
Providing the facility of training |
$1680 |
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2.2.1 |
Developing group |
$1760 |
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2.2.2 |
Assigning training rooms |
$2520 |
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2.2.3 |
Training participants |
$1520 |
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3.1.1 |
Preparing facilities |
$560 |
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3.1.2 |
Providing facility of water |
$3360 |
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3.1.3 |
Opening rest rooms |
$2520 |
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3.2.1 |
Hiring caterer |
$1760 |
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3.2.2 |
Assigning area for cooking |
$4200 |
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3.2.3 |
Distributing snacks and drinks |
$5600 |
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Total weekly cost |
$1400 |
$2120 |
$4160 |
$4080 |
$3440 |
$4040 |
$3920 |
$4280 |
$4200 |
$5600 |
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Cumulative cost |
$1400 |
$3520 |
$7680 |
$11760 |
$15200 |
$19240 |
$23160 |
$27440 |
$31640 |
$37240 |
4.Risks Risk Register
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Name
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Description |
Likelihood |
Impact |
Response type |
Mitigation strategy |
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Threat
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Lack of interest |
High |
High |
Mitigate |
The problem can be mitigated by enhancing interest among the people by reflecting some of the important facts about the indigenous people. |
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Threat
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Lack of knowledge |
Gigh |
High |
Avoid |
The problem can be avoided by arranging number of programs as well as training sessions for the employees and staffs so that they can be able to enhance knowledge about the indigenous people so that they can grow their interest in helping the indigenous people for improving their lifestyle. |
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Opportunity
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Absence of cultural unity |
High |
Medium |
Mitigate |
It is necessary to praise all the culture so that so that proper bond among people can be created irrespective of their culture. |
5.TOLERENCES
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Tolerance |
Specific Tolerance allowed |
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Tolerance specified for time |
50 days is the tolerance for project time. |
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Tolerance specified for cost |
$37, 240 is the tolerance for cost |
6.LESSONS
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Previous lessons learned |
Proposed activity to address (in current project) |
Work package which activity will be added |
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Lesson Previously there have been problems with attendance of students and staff at campus events. Attendance was low when students and staff perceived that the event did not relate to them or they had little interest in the event theme. |
In order to mitigate the issue, it is very much necessary to arrange the event in such a way that the event host should of different culture so that they can be able to present the event in a much more effective way. Additionally, proper opportunity of hoisting cultural exhibition must be provided to the project guests. |
Arrangement of cultural exhibition |
Project Submission Approval
The undersigned acknowledge that they have reviewed the Assessment Task 2 and agree with the information presented within this document.
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Signature: |
Date: |
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Print Name: |
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Title: |
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Organisation: |
[Consider who would have the authority to approve the start of this project?] |
REFERENCES
Binder, J. (2016). Global project management: communication, collaboration and management across borders. Routledge.
Correa, A. (2016). Project management in architectural practices: project success factors in building design processes(Doctoral dissertation, Dublin Business School).
Heldman, K. (2018). PMP: project management professional exam study guide. John Wiley & Sons.
Hornstein, H. A. (2015). The integration of project management and organizational change management is now a necessity. International Journal of Project Management, 33(2), 291-298.
Joslin, R., & Müller, R. (2015). Relationships between a project management methodology and project success in different project governance contexts. International Journal of Project Management, 33(6), 1377-1392.
McCarty, T., & Lee, T. (2014). Critical culturally sustaining/revitalizing pedagogy and Indigenous education sovereignty. Harvard Educational Review, 84(1), 101-124.
Miller, S., Tait, P., & Saunders, C. (2015). Estimating indigenous cultural values of freshwater: A choice experiment approach to M?ori values in New Zealand. Ecological economics, 118, 207-214.
Mir, F. A., & Pinnington, A. H. (2014). Exploring the value of project management: linking project management performance and project success. International journal of project management, 32(2), 202-217.
Ross, A., Sherman, K. P., Snodgrass, J. G., Delcore, H. D., & Sherman, R. (2016). Indigenous peoples and the collaborative stewardship of nature: knowledge binds and institutional conflicts. Routledge.
Crane, D., Kawashima, N., & Kawasaki, K. I. (2016). Culture and globalization theoretical models and emerging trends. In Global culture (pp. 11-36). Routledge.
Snyder, C. S. (2014). A guide to the project management body of knowledge: PMBOK (®) guide. Project Management Institute: Newtown Square, PA, USA.
Svejvig, P., & Andersen, P. (2015). Rethinking project management: A structured literature review with a critical look at the brave new world. International Journal of Project Management, 33(2), 278-290.
Too, E. G., & Weaver, P. (2014). The management of project management: A conceptual framework for project governance. International Journal of Project Management, 32(8), 1382-1394.
Wexler, L. (2014). Looking across three generations of Alaska Natives to explore how culture fosters indigenous resilience. Transcultural Psychiatry, 51(1), 73-92.
