Project Management Assessment – Stakeholder Engagement And Scope

Project Description and Background

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

Output	Outcome	Benefits
The output that is expected from the event is the cultural mix as well as coordination among the people of various cultures irrespective of the fact that they belong from different culture.	The main outcome that is expected from the project is the cultural unification among both the employees and students of the CQUniversity. Furthermore, it will also helpful in increasing respect towards the people who are mainly associated with Aboriginal and Torres strait.	Increasing cultural unity within the campus of the university is quite beneficial in increasing educational environment. It will also be helpful in raising interests of the people who mainly participants within the event (Binder, 2016).

2 Stakeholders 2.1 Key Stakeholder List

	Stakeholder	Category (i.e. Sponsor / Supplier / User)	Description of Interest	Description of Influence
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).
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.
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.
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).
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).
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

Stakeholder	Unaware	Resistant	Neutral	Supportive	Leading
1. Sponsor Host					C,D
2. Event organizer				C	D
3. Event program coordinator	C			D
4. Cultural event manager	C			D
5. Event manager	C			D
6. Material supplier for event			C	D

2.3 Stakeholder Communication (1 mark)

Communication method	PULL or PUSH	Justification
Email	PUSH	The project team members are asked to finish the arrangement for the NAIDOC week celebration within the timeframe of 50 days.
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.
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

Arranging cultural training program
WBS ID	2.1
Description of work	Proper training program must be arranged for the participants.
Cost Estimate	$5,760
Start and Finish Dates	Start:28-05-18 Finish: 06-06-18

Arranging cultural exhibition
WBS ID	2.2
Description of work	Proper cultural exhibition is arranged for the participants of the project.
Cost Estimate	$5,800
Start and Finish Dates	Start: 07-06-18 Finish- 15-06-18

Restroom
WBS ID	3.1
Description of work	Proper arrangements of restrooms are done for the participants of the project including employees and students of the university.
Cost Estimate	$6,440
Start and Finish Dates	Start: 18-06-18 Finish: 27-06-18

Drinks and snacks
WBS ID	3.2
Description of work	Proper arrangement for drinks and snacks are done for the participants of CQUniversity week celebrations
Cost Estimate	$11,560
Start and Finish Dates	Start: 28-06-18 Finish: 12-07-18

2 Schedule (6 MARKS)

2.1 Schedule Invitation to the guests

Activity	Description of work	Start Date	End Date	Duration (days)
1.1.1	Making arrangement for the event	Mon 07-05-18	Wed 09-05-18	3 days
1.1.2	Printing card for inviting guests	Thu 10-05-18	Fri 11-05-18	2 days
1.1.3	Distributing the invitation cards	Mon 14-05-18	Tue 15-05-18	2 days

Welcoming guests to the event

Activity	Description of work	Start Date	End Date	Duration (days)
1.2.1	Preparing the event hall for the event	Wed 16-05-18	Fri 18-05-18	3 days
1.2.2	Installing additional facilities	Mon 21-05-18	Tue 22-05-18	2 days
1.2.3	Welcoming guests	Wed 23-05-18	Fri 25-05-18	3 days

Arranging cultural training program

Activity	Description of work	Start Date	End Date	Duration (days)
2.1.1	Developing group	Mon 28-05-18	Tue 29-05-18	2 days
2.1.2	Providing training rooms	Wed 30-05-18	Fri 01-06-18	3 days
2.1.3	Providing the facility of training	Mon 04-06-18	Wed 06-06-18	3 days

Arranging cultural exhibition

Activity	Description of work	Start Date	End Date	Duration (days)
2.2.1	Developing group	Thu 07-06-18	Fri 08-06-18	2 days
2.2.2	Assigning training rooms	Mon 11-06-18	Wed 13-06-18	3 days
2.2.3	Training participants	Thu 14-06-18	Fri 15-06-18	2 days

Restroom

Activity	Description of work	Start Date	End Date	Duration (days)
3.1.1	Preparing facilities	Mon 18-06-18	Mon 18-06-18	1 day
3.1.2	Providing facility of water	Tue 19-06-18	Fri 22-06-18	4 days
3.1.3	Opening rest rooms	Mon 25-06-18	Wed 27-06-18	3 days

Drinks and snacks

Activity	Description of work	Start Date	End Date	Duration (days)
3.2.1	Hiring caterer	Thu 28-06-18	Fri 29-06-18	2 days
3.2.2	Assigning area for cooking	Mon 02-07-18	Fri 06-07-18	5 days
3.2.3	Distributing snacks and drinks	Sun 08-07-18	Thu 12-07-18	5 days

3.Cost Baseline (4 MARKS)

			Weeks
WBS id	Activity name	1	2	3	4	5	6	7	8	9	10
1.1.1	Making arrangement for the event	$840
1.1.2	Printing card for inviting guests	$560
1.1.3	Distributing the invitation cards		$560
1.2.1	Preparing the event hall for the event		$1560
1.2.2	Installing additional facilities			$1520
1.2.3	Welcoming guests			$2640
2.1.1	Developing group				$1680
2.1.2	Providing training rooms				$2400
2.1.3	Providing the facility of training					$1680
2.2.1	Developing group					$1760
2.2.2	Assigning training rooms						$2520
2.2.3	Training participants						$1520
3.1.1	Preparing facilities							$560
3.1.2	Providing facility of water							$3360
3.1.3	Opening rest rooms								$2520
3.2.1	Hiring caterer								$1760
3.2.2	Assigning area for cooking									$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

4.Risks Risk Register

Name	Description	Likelihood	Impact	Response type	Mitigation strategy
Threat	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.
Threat	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.
Opportunity	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

Tolerance	Specific Tolerance allowed
Tolerance specified for time	50 days is the tolerance for project time.
Tolerance specified for cost	$37, 240 is the tolerance for cost

6.LESSONS

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.

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.

Signature:		Date:
Print Name:
Title:
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.

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