Planning A NAIDOC Week Celebration Event At CQU

Appropriate Method of Requirements Gathering

1 Project Description

1.1 Project Description and Background

The project mainly focuses on hosting of an event of NAIDOC week celebration within the university of CQU. The main purpose for hosting the event is to create awareness about the perspective as well as culture of the people who are mainly resident of Torres Strait as well as Aboriginals among the students as well as employees of the university. In addition to this, it is found that the event that is mainly undertaken assists in improving opportunities for appropriate cultural coordination as well as collaboration within the people of Torres strait and Aboriginals.

It is found that SET indigenous committee mainly hosts the project in order to create alertness about the perspective and culture of the people who are situated in Aboriginals and Torres Strait by giving appropriate opportunity to the students of the CQU university to be engaged within the event for improving their educational environment. It is identified that event was mainly held in few campuses of CQ university including Sydney, Perth, Melbourne, Brisbane as well as Rockhampton.

1.2 Justification

Output	Outcome	Benefits
The main output, which is mainly expected from the project, is the completion of the entire event successfully with cultural mix and proper number of participation from the staffs as well as students of the university with special emphasis on spreading cultural awareness about the indigenous culture in context to Australia.	The outcome that I mainly expected from the project “NAIDOC week celebration” is the cultural unification among both the staffs as well as students of the University instead of the cultural mix within the campus of CQU. Additionally, it will generally help in enhancing respect towards the people who are associated with Torres Strait and Aboriginals.	It is identified that the cultural unity that is mainly developed within the camps will generally helpful in educational environment of the university. It will also be helpful in enhancing interest among the students as well as staffs to know more about the indigenous people of Torres strait in order to improve the careers

2.1 Key Stakeholder List

	Stakeholder	Category (i.e. Sponsor / Supplier / User)	Description of Interest	Description of Influence
1	CQU (Central Queensland university)	Sponsor Host	The main interest of the host is to engage more number of students from the indigenous origin within the event as they have proper knowledge as about the indigenous culture. Thus, their participation within the event can help in achieving the objectives as well as goals of the event much more easily.	They are generally responsible of hosting the event named “NAIDOC week celebration” for the university and also assists in providing proper amount of budget so that the entire event can be completed successfully within the expected budget as well as time.
2	SET indigenous committee	Event organizer	The event organizer is mainly interested in promoting the culture of indigenous people for creating among the staffs as well as students of the CQU university.	The stakeholder group is mainly responsible of promoting the entire event among the various participants who are generally the students as well as staffs of the university.
3	<Please fill>	Event program coordinator	It is identified that the main interest of the event coordinator is to successfully complete the entire event by enhancing the professional experience related to management of an event.	It is found that proper coordination skills of the stakeholders are generally needed in order to organize as well as host the event of NAIDOC week celebration successfully.
4	<Please fill>	Cultural event manager	The cultural event manager is mainly interested in promoting the indigenous culture by involving ore number of people within the event from of CQ university.	It is identified that as the event organizer is from indigenous background therefore they can be able to share knowledge about various types of cultural perspectives in order to raise cultural awareness among the people of the university.
5	<Please fill>	Event manager	The event manager is the person who is mainly interested in enhancing personal skills as well as helping in various types of extracurricular activities.	The stakeholders are generally responsible of managing all the different aspects of the project including hosting, organizing as well as closing of the event successfully within the expected budget and time.
6	Event suppliers and decors	Material supplier for event	They are generally interested in gaining promote from the event supplies as well as decors.	It is identified that the stakeholders group will generally supply the materials for the entire project.

2.2 Stakeholders Engagement Assessment Matrix (3 marks)

Stakeholder	Unaware	Resistant	Neutral	Supportive	Leading
1. CQU (Central Queensland university)				ü
2. SET indigenous committee					ü
3. Event program coordinator				ü
4. Cultural event manager					ü
5. Event manager				ü
6. Event suppliers and decors	ü

2.3 Stakeholder Communication (1 mark)

Communication method	PULL or PUSH	Justification
Email	PUSH	The project team members are generally ordered to execute the activities of the event successfully within the approved budget.
Meeting	PULL	The team members of the project are mainly motivated by the higher authority of the organization to work more for the project so that the entire event can become successful.
Presentation	PULL	The team arranges presentation for insisting people to join the event by reflecting its benefits as well as advantages before the people so that they grow interest within the event.

Describe which approach is most appropriate and provide a brief explanation justifying your answer.

It is identified that the most significant or preferred approach will be hiring of one individual from each of the campus of the university who will mainly represent the entire campus. This is due to the fact it will be quite easier for an individual to maintain one single campus however if maintenance of all the campuses is provided to one individual then it will be quite difficult for that stakeholders to manage the campus of the university effectively. Thus, it is found that the selection of only one stakeholder from each campus would be more beneficial as compared to one single stakeholder for all the campuses of the university.

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 the most essential opening statement will be “acknowledge of country” as compared to the statement welcome to country because if welcome to country opening style is used then then it will sound like that the indigenous people are not the native of Australia. Thus, it is identified that acknowledge to country is the most suitable opening style which includes all the people.

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.

It is found that the suggestion of utilizing the previous program as well as the desktop research is not found to be the proper method for gathering of requirement. This is due to the fact the current event is entirely new event with some different objectives as compared to previous event and therefore t is suggested to use proper fresh plan for the event. However if the project manager wants to keep the previous event as an benchmark then they will be able to keep it as a benchmark.

What document is used to track or ‘trace’ requirements throughout the project life cycle?

A resource book would be helpful in tracking as well as tracing requirements. The resource book can be utilized for recording the project resources that are generally needed for the project. It is identified that this book is mainly utilized as a reference in order to check the entire resource requirement properly for the entire project.

Document Used to Track Requirements

Requirement prioritization is mainly a procedure that helps in completing the needs as well as requirements of the project that are highest in the priority list. The stakeholders of the project must be informed about the requirements much more prior to the project so that they can be able to take proper early preparation within the project. The four components of the MoSCoW techniques are generally provided below:

Inviting the guests
WBS ID	1.1
Description of work	The guests for the event are invited so that they can participate within the event for raising cultural awareness
Cost Estimate	$2,240
Start and Finish Dates	Wed 02-05-18 to Thu 10-05-18

Welcoming guests
WBS ID	1.2
Description of work	The guests who are mainly participated within the event must be properly welcome.
Cost Estimate	$6560
Start and Finish Dates	Fri 11-05-18 to Tue 22-05-18

Cultural training
WBS ID	2.1
Description of work	Cultural training is mainly arranged I order to raise awareness about the indigenous culture among the staffs as well as students of the university.
Cost Estimate	$6,600
Start and Finish Dates	Wed 23-05-18 to Fri 01-6-18

Cultural exhibition
WBS ID	2.2
Description of work	The cultural exhibition is mainly arranged for the people of the CQ university.
Cost Estimate	$6,640
Start and Finish Dates	Mon 04-06-18 to Tue 12-06-`18

Restroom
WBS ID	3.1
Description of work	Restroom facility is mainly provided to the guests who participated within the event.
Cost Estimate	$7,360
Start and Finish Dates	Wed 13-06-18 to Fri 22-06-18

Drinks and snacks
WBS ID	3.2
Description of work	The facility of snacks and drinks are provided to the guests who mainly participated within the event.
Cost Estimate	$13,200
Start and Finish Dates	Mon 25-06-18 to Mon 09-07-18

Inviting the guests

Activity	Description of work	Start Date	End Date	Duration (days)
1.1.1	Printing card for invitation	Wed 02-05-18	Fri 04-05-18	3 days
1.1.2	Distribution of the invitation cards	Mon 07-05-18	Tue 08-05-18	2 days
1.1.3	Making preparation for the event plan	Wed 09-05-18	Thu 10-05-18	2 days

Welcoming the guests

Activity	Description of work	Start Date	End Date	Duration (days)
1.2.1	Preparation of the event hall	Fri 11-05-18	Tue 15-05-18	3 days
1.2.2	Installing facilities	Wed 16-05-18	Thu 17-05-18	2 days
1.2.3	Welcoming guests to the event	Fri 18-05-18	Tue 22-05-18	3 days

Cultural training

Activity	Description of work	Start Date	End Date	Duration (days)
2.1.1	Developing group for training	Wed 23-05-18	Thu 24-05-18	2 days
2.1.2	Assigning training rooms	Fri 25-05-18	Tue 29-05-18	3 days
2.1.3	Providing training to the participants	Wed 30-05-18	Fri 01-06-18	3 days

Cultural exhibition

Activity	Description of work	Start Date	End Date	Duration (days)
2.2.1	Developing group for exhibition	Mon 04-06-18	Tue 05-06-18	2 days
2.2.2	Assigning training rooms	Wed 06-06-18	Fri 08-06-18	3 days
2.2.3	Training the participants	Mon 11-06-18	Tue 12-06-18	2 days

Activity	Description of work	Start Date	End Date	Duration (days)
3.1.1	Preparation of facilities	Wed 13-06-18	Wed 13-06-18	1 day
3.1.2	Developing water supply	Thu 14-06-18	Tue 19-06-18	4 days
3.1.3	Opening rest rooms	Wed 20-06-18	Fri 22-06-18	3 days

Drinks and snacks

Activity	Description of work	Start Date	End Date	Duration (days)
3.2.1	Hiring caterer	Mon 25-06-18	Tue 26-06-18	2 days
3.2.2	Assigning cooking area	Wed 27-06-18	Tue 03-07-18	5 days
3.2.3	Distributing snacks and drinks	Wed 04-07-18	Mon 09-07-18	5 days

		Weeks
WBS id	Activity name	1	2	3	4	5	6	7	8	9	10
1.1.1	Making preparation for the event plan	$840
1.1.2	Printing card for invitation	$560
1.1.3	Distribution of the invitation cards		$560
1.2.1	Preparation of the event hall		$1560
1.2.2	Installing facilities			$1520
1.2.2	Welcoming guests to the event			$2640
2.1.1	Developing group for training				$1680
2.1.2	Assigning training rooms				$2400
2.1.3	Providing training to the participants					$1680
2.2.1	Developing group for exhibition					$1760
2.2.2	Assigning training rooms						$2520
2.2.3	Training the participants						$1520
3.1.1	Preparation of facilities							$560
3.1.2	Developing water supply							$3360
3.1.3	Opening rest rooms								$2520
3.2.1	Hiring caterer								$1760
3.2.2	Assigning cooking area									$4200
3.2.3	Distributing snacks and drinks										$5600
	Total weekly cost	$1400	$2120	$4160	$4080	$3440	$4040	$3920	$4280	$4200	$5600
	Cumulative cost	$1400	$3520	$7680	$11760	$15200	$19240	$23160	$27440	$31640	$37240

Risk Register

Name	Description	Likelihood	Impact	Response type	Mitigation strategy
Threat	Racism	High	Extreme	Avoid	The problem of racism can be avoided by enhancing awareness among the people about the equality of races within various individuals.
Threat	Absence of interest	Medium	High	Resolve	It is found that proper awareness is generally raised for understanding the culture of the indigenous people properly.
Opportunity	No cultural unity	High	Medium	Mitigate	It is necessary to praise various cultures that further helps in brining cultural unity among the various cultures that exists between the universities.

Tolerance	Specific Tolerance allowed
Tolerance specified for time	50 days is considered as a tolerance for the project timeframe.
Tolerance specified for cost	$37, 240 is the tolerance and therefore the entire project should be completed within the allowed budget.

Previous lessons learned

Proposed activity to address

(in current project)

Work package which activity will be added

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.

It is identified that for resolving the problem, it is essential to organize the event in such a way that the event hosts must be of different culture and only one specific indigenous culture. In addition to this, it is found that the project guests have the opportunity of presenting their cultures within exhibition.

Cultural exhibition

The undersigned acknowledge that they have reviewed the <Project Name> Assessment Task 2 and agree with the information presented within this document.

Signature:		Date:
Print Name:
Title:
Organisation:	[Consider who would have the authority to approve the start of this project?]

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