Task 2 - Apply project time management techniques - BSBPMG410 docx GEOVANA

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Student Declaration  
To be filled out and submitted with assessment responses 
x​I declare that this task is all my own work and I have not cheated or plagiarised the work or colluded with any 
other student(s). 
x​ I understand that if I If I am found to have plagiarised, cheated or colluded, action will be taken against me 
according to the process explained to me. 
x​ I have correctly referenced all resources and reference texts throughout these assessment tasks. 
x ​I have read and understood the assessment requirements for this unit 
x ​I understand the rights to re-assessment 
x​ I understand the right to appeal the decisions made in the assessment 
Student name 
 
Geovana Amelia Sartoretto de Souza 
Student ID number 
 
50046 
Student signature 
 
Date 
20 / 02 / 2020 
Task Number 
2 
 
 
1) Completed Work Breakdown Structure 
WBS / Activity and Dependency List / Milestone list 
 
W​ORK​ B​REAKDOWN​ S​TRUCTURE​ (WBS​) 
Project Name: ​ ​Leadership Conference 2018: Leading in the twentieth century 
 
WBS 
I​D 
A​CTIVITY​ /T​ASK  D​ESCRIPTION  A​SSIGNED 
TO 
Est. 
Hrs 
S​TART 
D​ATE 
F​INISH 
D​ATE 
B​UDGET​ $  R​ESOURCES  D​ELIVERABLE 
1 C​O​-​ORDINATION​ ​OF 
S​PEAKERS 
 9-A​PR 1-O​CT 
1.1 M​EETING​ ​WITH​ ​SENIOR 
MANAGEMENT​ ​TO​ ​FINALIZE 
AGENDA​. 
A​RRANGE​ ​A​ ​MEETING​ ​WITH​ ​THE 
SENIOR​ ​MANAGEMENT​ ​TO 
SUMMARISE​ ​ALL​ ​THE​ ​DETAILS 
ABOUT​ ​THE​ ​FIRST​ ​CONFERENCE​. 
DONNA 
CHISHOLM 
1 9-A​PR 16-A​PR DOES​ ​NOT 
APPLY 
MEETING​ ​STATUS 
REPORT​ ​UP 
DATE​. 
1.2 C​ONTACTING​ ​SPEAKERS 
FOR​ ​THEIR​ ​AVAILABILITY 
AND​ ​COST​ ​ESTIMATE 
WHO​ ​KNOWS​ ​ABOUT​ ​THE 
BUSINESS​ ​AREA​ ​PROVIDE 
INFORMATION​ ​ON​ ​CUTTING​ ​EDGE 
LEADERSHIP​ ​TOPICS​. 
DONNA 
CHISHOLM 
2 16-A​P
R 
30-A​PR H​UMAN 
RESOURCES 
- ​SPEAKERS 
DOES​ ​NOT​ ​APPLY 
1.3 S​HORTLIST​ ​SPEAKERS S​ELECT​ ​THE​ ​SPEAKERS 
AVAILABLES​, ​THAT​ ​HAVE​ ​THE 
KNOWLEDGE​ ​AND​ ​IT​ ​HAS​ ​TO​ ​FIT​ ​IN 
THE​ ​BUDGET​ ​ESTIMATE​. 
DONNA 
CHISHOLM 
1 30-​AP
R 
7-​MAY $4,000 HUMAN 
RESOURCES 
- ​SPEAKERS 
STATUS​ ​REPORT 
1.4 C​ONFIRM​ ​SPEAKERS SEND​ ​BY​ ​EMAIL​ ​THE 
CONFIRMATION​ ​TO​ ​THE​ ​SPEAKERS 
SELECTED​. 
DONNA 
CHISHOLM 
1 7-​MAY 15-​MAY HUMAN 
RESOURCES 
- ​SPEAKERS 
STATUS​ ​REPORT 
1.5 WRITE​ ​UP​ ​ON​ ​SPEAKERS ORDER​ ​AND​ ​CONTENT​ ​THAT​ ​THE 
SPEAKERS​ ​WILL​ ​PERFORMANCE 
DONNA 
CHISHOLM 
2 17-​SE
P 
1-​OCT HUMAN 
RESOURCES 
- ​SPEAKERS 
DOCUMENT 
REPORT​ ​WITH 
THE​ ​CONTENT 
THAT​ ​SPEAKERS 
WILL​ ​PRESENT​. 
1.6 PREPARE​ ​SOUVENIRS​ ​FOR 
THE​ ​SPEAKERS 
SAY​ ​THANK​ ​YOU​ ​FOR​ ​THEIR​ ​HELP​. DONNA 
CHISHOLM 
1 10-​SE
P 
1-​OCT HUMAN 
RESOURCES 
- ​SPEAKERS 
SOUVENIRS​ ​FOR 
THE​ ​SPEAKERS 
2 COORDINATING​ / 
ARRANGING​ ​VENUE 
 9-​APR 25-​JUN 
2.1 CONTACTING​ ​POSSIBLE 
VENUES 
ASK​ ​ABOUT​ ​THE​ ​AVAILABILITY​ ​ON 
OCT​ 4​TH​ 2018, ​AND​ ​IF​ ​THEY 
PROVIDE​ ​ON​-​SITE​ ​CATERING​. 
 4 9​APR 7-​MAY HUMAN 
RESOURCES 
N​/​A 
2.2 SHORTLIST​ ​VENUES SELECT​ ​THE​ ​POSSIBLE​ ​VENUES 
THAT​ ​IS​ ​AVAILABLE​ ​AND​ ​FITS​ ​IN 
THE​ ​BUDGET​. 
 1 7-​MAY 14-​MAY “ STATUS​ ​REPORT 
2.3 CONFIRMATION​ ​EMAIL SEND​ ​BY​ ​EMAIL​ ​THE 
CONFIRMATION​, ​WITH​ ​A​ ​COPY​ ​TO 
ALL​ ​THE​ ​TEAM​ ​MEMBERS​. 
 1 14-​MA
Y 
21-​MAY “ STATUS​ ​REPORT 
2.4 CONTACT​ ​POSSIBLE​ ​HOTEL 
VACANCIES 
ASK​ ​ABOUT​ ​THE​ ​AVAILABILITY​ ​ON 
OCT​ 2​ND​ ​TO​ ​OCT​ 5​TH​ ​OF​ ​THE 
2018 ​AND​ ​THE​ ​COST​. 
DAN 
STREEP 
3 21-​MA
Y 
11-​JUN $48,000 “ N​/​A 
 
 
2.5 CONFIRMATION​ ​EMAIL TO​ ​THE​ ​HOTEL​ ​SELECTED​ ​WITH​ ​A 
COPY​ ​TO​ ​ALL​ ​THE​ ​TEAM​ ​MEMBERS 
 1 11-​JUN 18-​JUN “ STATUS​ ​REPORT 
2.6 CONTACT​ ​POSSIBLE 
DECORATION 
ASK​ ​ABOUT​ ​THE​ ​AVAILABILITY​ ​AND 
THE​ ​COST​. 
 4 21-​MA
Y 
18-​JUN “ N​/​A 
2.7 CONFIRMATION​ ​EMAIL TO​ ​THE​ ​DECORATION​ ​COMPANY 
SELECTED​ ​WITH​ ​A​ ​COPY​ ​TO​ ​ALL 
THE​ ​TEAM​ ​MEMBERS​. 
 1 18-​JUN 25-​JUN “ STATUS​ ​REPORT 
3 CO​-​ORDINATE​ ​THE 
MARKETING​ ​MATERIAL​ ​AND 
REGISTRATION 
 21-​MA
Y 
1-​OCT 
3.1 CONTACT​ ​PROSPECTIVE 
ATTENDANCES 
CONTACT​ ​BY​ ​EMAIL​ ​PROSPECTIVE 
ATTENDANCES​ ​IN​ ​THE​ ​BUSINESS 
AREA​ ​ACROSS​ ​AUSTRALIA​ ​TO​ ​THE 
CONFERENCE​. 
 3 21-​MA
Y 
11-​JUN HUMAN 
RESOURCE 
N​/​A 
3.2 CREATE​ ​SOCIAL​ ​MEDIA 
POSTS 
TO​ ​PROMOTE​ ​THE​ ​CONFERENCE 
EVENT​. ​EXAMPLE​ ​LINKEDIN 
 2 21-​MA
Y 
4-​JUN “ SOCIAL​ ​MEDIA 
POSTS 
3.3 DESIGN​ ​PAMPHLETS TO​ ​PROMOTE​ ​THE​ ​CONFERENCE​. ERIN 
O​'​DONNELL 
3 21-​MA
Y 
11-​JUN $20,000 HR - 
MARKETING 
TEAM 
DESIGN​ ​POSSIBLE 
OPTIONS​ ​OF 
PAMPHLETS 
3.4 PRINT​ ​PAMPHLETS DESIGNED​ ​TO​ ​PROMOTE​ ​THE 
CONFERENCE​ ​EVENT 
 1 11-​JUN 18-​JUN HR​ - 
MARKETING 
TEAM​ ​AND 
MATERIAL 
PAMPHLETS 
PAMPHLETS 
3.5 SEND​ ​OUT​ ​PAMPHLETS DISTRIBUTE​ ​THE​ ​BROCHURES 3 18-​JUN 9-​JUL HR​ - 
MARKETING 
TEAM 
N​/​A 
3.6 CREATE​ ​REGISTRATION​ ​LIST FOR​ ​THE​ ​ATTENDEES​ ​CONFIRMED 
THAT​ ​HAVE​ ​REGISTERED​ ​TO 
ASSIST​ ​THE​ ​CONFERENCE​. 
 15 21-​MA
Y 
10-​SEP HUMAN 
RESOURCES 
STATUS​ ​REPORT 
3.7 SEND​ ​CONFIRMATION BY​ ​EMAIL​ ​TO​ ​THE​ ​ATTENDEE 
SELECTED​ ​TO​ ​ASSIST​ ​THE 
CONFERENCE​. 
 3 10-​SE
P 
1-​OCT “ N​/​A 
4 COORDINATION​ ​OF 
FINANCES 
 9-​APR 1-​OCT 
4.1 FINALIZE​ ​AGENDA 
(​CO​-​ORDINATOR​) 
ARRANGE​ ​A​ ​MEETING​ ​WITH​ ​THE 
CO​-​ORDINATOR​, ​TO​ ​SUMMARISE 
ALL​ ​THE​ ​DETAILS​ ​ABOUT​ ​THE 
INVITED​ ​SPEAKERS​. 
 1 30-​AP
R 
7-​MAY HUMAN 
RESOURCES 
MEETING​ ​STATUS 
REPORT​ ​UP​ ​DATE 
4.2 FINALIZE​ ​AGENDA 
(​ADMINISTRATION 
ASSISTANT​) 
ARRANGE​ ​A​ ​MEETING​ ​TO 
SUMMARISE​ ​ALL​ ​THE​ ​DETAILS 
ABOUT​ ​THE​ ​LOCATED​ ​VENUE​. 
 1 7-​MAY 14-​MAY “ MEETING​ ​STATUS 
REPORT​ ​UP​ ​DATE 
4.3 FINALIZE​ ​AGENDA​ ​WITH​ ​THE 
MARKETING​ ​MANAGER 
ARRANGE​ ​A​ ​MEETING​ ​TO 
SUMMARISE​ ​ALL​ ​THE​ ​DETAILS 
ABOUT​ ​THE​ ​NUMBER​ ​OF 
ATTENDANCES​, ​TALK​ ​ABOUT​ ​THE 
BUDGETS​ ​TO​ ​CREATE​ ​THE​ ​SOCIAL 
MEDIA​. 
EDITH 
PATRIDGE 
1 21-​MA
Y 
28-​MAY $8,000 “ MEETING​ ​STATUS 
REPORT​ ​UP​ ​DATE 
 
 
4.4 ORGANISE​ ​BANKING 
FACILITIES​ ​AND​ ​CONTROL 
OF​ ​BUDGET 
PREPARE​ ​AND​ ​ORGANISE​ ​THE 
BUDGET​ ​OF​ ​THE​ ​ALL​ ​EVENT​. 
 3 9-​APR 30-​APR “ STATUS​ ​REPORT 
ABOUT​ ​THE 
CONTROL​ ​OF​ ​THE 
BUDGET 
4.5 FINANCIAL​ ​REPORT HOW​ ​WILL​ ​BE​ ​SPLITTED​ ​AND​ ​HOW 
WILL​ ​BE​ ​THE​ ​CONTROL​ ​OF​ ​THE 
BUDGET​. 
 4 3-​SEP 1-​OCT “ STATUS​ ​REPORT 
ABOUT​ ​THE 
FINANCIAL 
REPORT 
 
 
ACTIVITY and DEPENDENCY LIST 
ID  Name  Description  Predeces
sor(s) 
Success
or(s) 
Duration 
ID  ID   
1.1 Meeting with senior 
management to finalize agenda 
Arrange a meeting to summarise all the details about 
the conference. 
- 1.2 16-Apr 
1.2 Contacting speakers Contact the possible speakers for their availability and 
cost estimate. 
1.1 1.3 30-Apr 
1.3 Shortlist speakers Select the speakers that have the availability, have the 
knowledge and fit in the budget. 
1.2 1.4 7-may 
1.4 send confirmation email to the speakers selected with a copy to all the team 
project. 
1.3 1.5 14-may 
1.5 Prepare write up on speakers The order and the content that the speakers will 
performance, to know the duration and distribution of 
them on the day. 
1.4 - 1-oct 
1.6 Prepare memento/souvenirs Design and prepare any souvenirs to the speakers with 
the aim to said thank you for their help. 
1.4 - 1-oct 
2.1 Contacting possible venues Ask about the availability on October 4th of 2018, the 
cost and if they provide on-site catering. 
- 2.2 7-May 
2.2 Shortlist venues Select the possible venues that have the availability 
and also fit in the budget estimate. 
2.1 2.3 14-May 
2.3 Confirmation Email Send by email the confirmation to the venue selected 
with a copy to all the team project. 
2.2 2.4, 2.6, 
3.1, 3.2, 
3.3 
21-May 
2.4 Contacting hotel Contacting possible hotel vacancies for their availability 
and cost estimate. 
2.3, 1.4 2.5 11-Jun 
2.5 Send confirmation email To the hotel selected with a copy to all the team 
project. 
2.4 - 18-Jun2.6 Contact Decoration Ask about the availability and the cost. 2.3 - 18-Jun 
2.7 Send confirmation Send by email the confirmation to the Decoration 
COmpany with a copy to all the team project. 
2.6 - 25-Jun 
3.1 Contact prospective 
attendances 
Contact by email prospective attendances in the 
business area across Australia to the conference. 
2.3, 1.4 - 11-Jun 
3.2 Create social media posts To promote the conference, including pages such 
Linkedin. 
2.3, 1.4 - 4-Jun 
3.3 Design Pamphlets To promote the conference. 2.3, 1.4 3.5 11-Jun 
3.4 Print Pamphlets Designed to promote the conference event. 3.3 3.5 18-JUn 
3.5 Send out Pamphlets Distribute the brochures. 3.4 - 9-Jul 
3.6 Create registration list The attendees confirmed that they have registered. 2.3, 1.4 3.7 10-Sep 
 
 
3.7 Send confirmation Send by email the confirmation to the attendee 
selected to assist the conference. 
3.6 - 1-Oct 
4.1 Meeting to finalize agenda With the Coordinator of the manager Network trainers 
to summarise all the details. 
1.2 1.4 7-May 
4.2 Meeting to finalize agenda With the Administration Assistant to summarise all the 
details. 
2.1 2.3 14-May 
4.3 Meeting to finalize agenda With the Manager Networks Marketing Manager to 
summarise all the details. 
- 3.7 28-May 
4.4 Organise Banking Facilities Prepare and Organise the budget that will prepare and 
develop the conference. 
- 4.1 30-Apr 
4.5 Financial report Report how will be split and how will be control of the 
budget destination to development of the conference. 
4.4 - 1-Oct 
 
 
 
 Milestone list 
ID  Name  Description  Date 
1 Confirmation Emails To achieve success this is the progress point that must be reached, the main of the 
process and confirmation are by emails such as contacting the speakers, getting 
confirmation of venues, attendance, decorations, etc. 
1-Oct 
2 Venue Booking Important activity to make sure to find a place that is centrally located, available on 
October 04th of 2018, the cost must fit in the budget and the venue also needs to be able 
to provide on-site catering for the meeting attendees. 
21-May 
3 Marketing (launch) 
Promote and be sure to give the information to most of the people about the conference 
event, making sure the event can fit the people expected on that day. 
9-Jul 
4 Meetings Keep under control the budgets destined for each work area of the project and established 
meetings are met in order to have resource allocation management. 
28-May 
5 Create registration list The list should contain the attendees confirmed information that have registered to assist 
the conference event that will be realized on October 04th pf 2018. 
10-Sep 
6 Conference completed Achieving the goal of the project is to ensure that the conference has been completed and 
has been achieved without inconvenience to meet the requirements and activities to the 
viewers. 
8-Oct 
 
2) Updated Draft Project Management Plan 
Manager Networks 
Project Management Plan 
Leadership Conference 2018: Leading in the twentieth century 
Introduction 
The leadership conference will enhance Manager Network’s reputation, and provide our clients 
with up to date information on leadership skills, knowledge and trends. It will also provide 
clients with numerous valuable networking opportunities for clients and staff. 
 
 
Project management approach 
The CEO will carry ultimate responsibility for the conference, but the conference planning will 
be co-ordinated by the Administration Manager. Each project team member is responsible for 
their area of expertise, working closely with the Administration Manager. 
Project scope 
This project will cover all aspects of the conference, including planning and follow-up. It is 
restricted to the conference itself, and will not affect, or be accountable for, any other Manager 
Networks products or services. 
Milestones 
 
The project milestones will include the completion of WBS tasks, namely: 
 
● Confirmation Emails: The main of the process and confirmation are by emails such as 
contacting the speakers, getting confirmation of venues, attendance, decorations, etc. 
Date: 1-Oct 
● Venue Booking: Find a place that is centrally located, available, the cost must fit in the 
budget and able to provide on-site catering for the meeting attendees. Date: 21-May 
● Marketing (launch): Promote and be sure to give the information to most of the people 
about the conference event. Date: 9-Jul 
● Meetings: Keep under control the budgets destined for each work area of the project. 
Date: 28-May 
● Create registration list: Containing the attendees confirmed information that have 
registered to assist the conference event. Date: 10-Sep 
● Conference completed: Ensure that the conference has been completed. Date: 8-Oct 
Any changes to milestones must be made in consultation with the project team. This can be 
done at meetings or by email. 
Sequence and dependencies of tasks. 
Brochure dependencies: 
● The design of the pamphlets (3.3) to promote the conference can only be done after 
confirmation emails for speakers (1.4) and the selected venue (2.3) have been sent. 
● The pamphlets (3.4) can only be printed after the pamphlets (3.3) are designed. 
● The distribution of the pamphlets (3.5) can only be done after the printing of the 
pamphlets is done (3.4) 
Venue dependencies: 
● Contacting possible venues (2.1), to ask about the availability, the cost and if they 
 
 
provide on-site catering. 
● Shortlist venues (2.2) to select the possible venues that have the availability and also fit 
in the budget estimate can only be done after contacting possible venues (2.1). 
● Confirmation Email (2.3) sending by email the confirmation to the venue selected with a 
copy to all the project team can only be done after the Shortlist venue (2.2) and 
Contacting possible venues (2.1). 
 
Roles and responsibilities 
The Administration Manager is responsible for the overall coordination of the congress 
preparation. The rest of the project team is: 
• Donna Chisholm will help with contacting and lining up the speakers. 
• Dan Streep will determine and prepare the venue. 
• Edith Partridge will be responsible for the project’s finances. 
• Erin O’Donnell will be responsible for marketing activities. 
Project stakeholders 
The project’s stakeholders include the following: 
• Manager Networks staff and management 
• Manager Networks clients 
• All of the invited speakers 
• The venue project manager 
Project communication 
Project communication should include, but not be limited to: 
• A monthly update for staff of Manager Networks 
• Weekly or fortnightly meetings for the project team. 
• Direct emails and social media marketing for prospective attendees. 
• Brochure with covering letter sent to all registered attendees two weeks before 
conference date. 
• A written report on the project’s progress will be sent to the CEO by the Administration 
Manager each month. 
Change management 
Changes to the project schedule should only be made with the agreement of the project team. 
Decisions are to be made by consensus, with the CEO having veto over any change. 
 
 
 
Cost management 
Cost management will be overseen by Edith Partridge, the Chief Financial Officer. A financial 
report will be written by Edith within one month of the conference. 
Risk management 
All identified risks are to be discussed and documentedat the project team meetings. 
Issue management 
All identified issues are to be discussed and documented at the project team meetings. Issues 
that cannot be resolved at the project team level are to be immediately escalated to include 
participation of the CEO. 
Management Plan Approval process 
The first draft of this plan is to be submitted to the CEO for their approval and feedback. It will 
then be reviewed by the project team, and updated by the Administration Manager. The 
baseline Project Management Plan will then be communicated to senior management and all 
project team members. 
The PMP and Project Schedule will be reviewed, and a report written for senior management 
within one month of the conference. 
3) Completed Draft Project Schedule 
 
 
 
 
 
 
4) Email to the Project Manager 
From: ​geovana@managernetworks.com.au​; 
To: ​projectmanager@managernetworks.com.au​; 
Subject: WBS, Draft Project Management Plan and Project Schedule 
 
Date: 30 April 2018 
 
Dear Project Manager, 
 
Kindly find attached the completed Manager Networks Work Breakdown Structure 
that talks about all the planning of the activities that will be carried out, so that the 
conference can take place. Including the description of the activities, who will be 
responsible for carrying out the activities, start date and end of activities, budget and 
deliverables. Updated Draft Project Management Plan and Completed Draft Project 
Schedule. Please review these documents and use them to finalise the project’s PMP 
and PS. 
 
 
Thank you, 
Kind regards, 
Geovana Sartoretto 
Project Officer 
Attachment: 
WBS / Activity and Dependency List / Milestone list 
 
W​ORK​ B​REAKDOWN​ S​TRUCTURE​ (WBS​) 
Project Name: ​ ​Leadership Conference 2018: Leading in the twentieth century 
 
WBS 
I​D 
A​CTIVITY​ /T​ASK  D​ESCRIPTION  A​SSIGNED 
TO 
Est. 
Hrs 
S​TART 
D​ATE 
F​INISH 
D​ATE 
B​UDGET​ $  R​ESOURCES  D​ELIVERABLE 
1 C​O​-​ORDINATION​ ​OF 
S​PEAKERS 
 9-A​PR 1-O​CT 
1.1 M​EETING​ ​WITH​ ​SENIOR 
MANAGEMENT​ ​TO​ ​FINALIZE 
AGENDA​. 
A​RRANGE​ ​A​ ​MEETING​ ​WITH​ ​THE 
SENIOR​ ​MANAGEMENT​ ​TO 
SUMMARISE​ ​ALL​ ​THE​ ​DETAILS 
ABOUT​ ​THE​ ​FIRST​ ​CONFERENCE​. 
DONNA 
CHISHOLM 
1 9-A​PR 16-A​PR DOES​ ​NOT 
APPLY 
MEETING​ ​STATUS 
REPORT​ ​UP 
DATE​. 
1.2 C​ONTACTING​ ​SPEAKERS 
FOR​ ​THEIR​ ​AVAILABILITY 
AND​ ​COST​ ​ESTIMATE 
WHO​ ​KNOWS​ ​ABOUT​ ​THE 
BUSINESS​ ​AREA​ ​PROVIDE 
INFORMATION​ ​ON​ ​CUTTING​ ​EDGE 
LEADERSHIP​ ​TOPICS​. 
DONNA 
CHISHOLM 
2 16-A​P
R 
30-A​PR H​UMAN 
RESOURCES 
- ​SPEAKERS 
DOES​ ​NOT​ ​APPLY 
1.3 S​HORTLIST​ ​SPEAKERS S​ELECT​ ​THE​ ​SPEAKERS 
AVAILABLES​, ​THAT​ ​HAVE​ ​THE 
DONNA 
CHISHOLM 
1 30-​AP
R 
7-​MAY $4,000 HUMAN 
RESOURCES 
- ​SPEAKERS 
STATUS​ ​REPORT 
 
mailto:geovana@growmanagementconsultants.com.au
mailto:geovana@growmanagementconsultants.com.au
 
KNOWLEDGE​ ​AND​ ​IT​ ​HAS​ ​TO​ ​FIT​ ​IN 
THE​ ​BUDGET​ ​ESTIMATE​. 
1.4 C​ONFIRM​ ​SPEAKERS SEND​ ​BY​ ​EMAIL​ ​THE 
CONFIRMATION​ ​TO​ ​THE​ ​SPEAKERS 
SELECTED​. 
DONNA 
CHISHOLM 
1 7-​MAY 15-​MAY HUMAN 
RESOURCES 
- ​SPEAKERS 
STATUS​ ​REPORT 
1.5 WRITE​ ​UP​ ​ON​ ​SPEAKERS ORDER​ ​AND​ ​CONTENT​ ​THAT​ ​THE 
SPEAKERS​ ​WILL​ ​PERFORMANCE 
DONNA 
CHISHOLM 
2 17-​SE
P 
1-​OCT HUMAN 
RESOURCES 
- ​SPEAKERS 
DOCUMENT 
REPORT​ ​WITH 
THE​ ​CONTENT 
THAT​ ​SPEAKERS 
WILL​ ​PRESENT​. 
1.6 PREPARE​ ​SOUVENIRS​ ​FOR 
THE​ ​SPEAKERS 
SAY​ ​THANK​ ​YOU​ ​FOR​ ​THEIR​ ​HELP​. DONNA 
CHISHOLM 
1 10-​SE
P 
1-​OCT HUMAN 
RESOURCES 
- ​SPEAKERS 
SOUVENIRS​ ​FOR 
THE​ ​SPEAKERS 
2 COORDINATING​ / 
ARRANGING​ ​VENUE 
 9-​APR 25-​JUN 
2.1 CONTACTING​ ​POSSIBLE 
VENUES 
ASK​ ​ABOUT​ ​THE​ ​AVAILABILITY​ ​ON 
OCT​ 4​TH​ 2018, ​AND​ ​IF​ ​THEY 
PROVIDE​ ​ON​-​SITE​ ​CATERING​. 
 4 9​APR 7-​MAY HUMAN 
RESOURCES 
N​/​A 
2.2 SHORTLIST​ ​VENUES SELECT​ ​THE​ ​POSSIBLE​ ​VENUES 
THAT​ ​IS​ ​AVAILABLE​ ​AND​ ​FITS​ ​IN 
THE​ ​BUDGET​. 
 1 7-​MAY 14-​MAY “ STATUS​ ​REPORT 
2.3 CONFIRMATION​ ​EMAIL SEND​ ​BY​ ​EMAIL​ ​THE 
CONFIRMATION​, ​WITH​ ​A​ ​COPY​ ​TO 
ALL​ ​THE​ ​TEAM​ ​MEMBERS​. 
 1 14-​MA
Y 
21-​MAY “ STATUS​ ​REPORT 
2.4 CONTACT​ ​POSSIBLE​ ​HOTEL 
VACANCIES 
ASK​ ​ABOUT​ ​THE​ ​AVAILABILITY​ ​ON 
OCT​ 2​ND​ ​TO​ ​OCT​ 5​TH​ ​OF​ ​THE 
2018 ​AND​ ​THE​ ​COST​. 
DAN 
STREEP 
3 21-​MA
Y 
11-​JUN $48,000 “ N​/​A 
2.5 CONFIRMATION​ ​EMAIL TO​ ​THE​ ​HOTEL​ ​SELECTED​ ​WITH​ ​A 
COPY​ ​TO​ ​ALL​ ​THE​ ​TEAM​ ​MEMBERS 
 1 11-​JUN 18-​JUN “ STATUS​ ​REPORT 
2.6 CONTACT​ ​POSSIBLE 
DECORATION 
ASK​ ​ABOUT​ ​THE​ ​AVAILABILITY​ ​AND 
THE​ ​COST​. 
 4 21-​MA
Y 
18-​JUN “ N​/​A 
2.7 CONFIRMATION​ ​EMAIL TO​ ​THE​ ​DECORATION​ ​COMPANY 
SELECTED​ ​WITH​ ​A​ ​COPY​ ​TO​ ​ALL 
THE​ ​TEAM​ ​MEMBERS​. 
 1 18-​JUN 25-​JUN “ STATUS​ ​REPORT 
3 CO​-​ORDINATE​ ​THE 
MARKETING​ ​MATERIAL​ ​AND 
REGISTRATION 
 21-​MA
Y 
1-​OCT 
3.1 CONTACT​ ​PROSPECTIVE 
ATTENDANCES 
CONTACT​ ​BY​ ​EMAIL​ ​PROSPECTIVE 
ATTENDANCES​ ​IN​ ​THE​ ​BUSINESS 
AREA​ ​ACROSS​ ​AUSTRALIA​ ​TO​ ​THE 
CONFERENCE​. 
 3 21-​MA
Y 
11-​JUN HUMAN 
RESOURCE 
N​/​A 
3.2 CREATE​ ​SOCIAL​ ​MEDIA 
POSTS 
TO​ ​PROMOTE​ ​THE​ ​CONFERENCE 
EVENT​. ​EXAMPLE​ ​LINKEDIN 
 2 21-​MA
Y 
4-​JUN “ SOCIAL​ ​MEDIA 
POSTS 
3.3 DESIGN​ ​PAMPHLETS TO​ ​PROMOTE​ ​THE​ ​CONFERENCE​. ERIN 
O​'​DONNELL 
3 21-​MA
Y 
11-​JUN $20,000 HR - 
MARKETING 
TEAM 
DESIGN​ ​POSSIBLE 
OPTIONS​ ​OF 
PAMPHLETS 
3.4 PRINT​ ​PAMPHLETS DESIGNED​ ​TO​ ​PROMOTE​ ​THE 
CONFERENCE​ ​EVENT 
 1 11-​JUN 18-​JUN HR​ - 
MARKETING 
TEAM​ ​AND 
PAMPHLETS 
 
 
MATERIAL 
PAMPHLETS 
3.5 SEND​ ​OUT​ ​PAMPHLETS DISTRIBUTE​ ​THE​ ​BROCHURES 3 18-​JUN 9-​JUL HR​ - 
MARKETING 
TEAM 
N​/​A 
3.6 CREATE​ ​REGISTRATION​ ​LIST FOR​ ​THE​ ​ATTENDEES​ ​CONFIRMED 
THAT​ ​HAVE​ ​REGISTERED​ ​TO 
ASSIST​ ​THE​ ​CONFERENCE​. 
 15 21-​MA
Y 
10-​SEP HUMAN 
RESOURCES 
STATUS​ ​REPORT 
3.7 SEND​ ​CONFIRMATION BY​ ​EMAIL​ ​TO​ ​THE​ ​ATTENDEE 
SELECTED​ ​TO​ ​ASSIST​ ​THE 
CONFERENCE​. 
 3 10-​SE
P 
1-​OCT “ N​/​A 
4 COORDINATION​ ​OF 
FINANCES 
 9-​APR 1-​OCT 
4.1 FINALIZE​ ​AGENDA 
(​CO​-​ORDINATOR​) 
ARRANGE​ ​A​ ​MEETING​ ​WITH​ ​THE 
CO​-​ORDINATOR​, ​TO​ ​SUMMARISE 
ALL​ ​THE​ ​DETAILS​ ​ABOUT​ ​THE 
INVITED​ ​SPEAKERS​. 
 1 30-​AP
R 
7-​MAY HUMAN 
RESOURCES 
MEETING​ ​STATUS 
REPORT​ ​UP​ ​DATE 
4.2 FINALIZE​ ​AGENDA 
(​ADMINISTRATION 
ASSISTANT​) 
ARRANGE​ ​A​ ​MEETING​ ​TO 
SUMMARISE​ ​ALL​ ​THE​ ​DETAILS 
ABOUT​ ​THE​ ​LOCATED​ ​VENUE​. 
 1 7-​MAY 14-​MAY “ MEETING​ ​STATUS 
REPORT​ ​UP​ ​DATE 
4.3 FINALIZE​ ​AGENDA​ ​WITH​ ​THE 
MARKETING​ ​MANAGER 
ARRANGE​ ​A​ ​MEETING​ ​TO 
SUMMARISE​ ​ALL​ ​THE​ ​DETAILS 
ABOUT​ ​THE​ ​NUMBER​ ​OF 
ATTENDANCES​, ​TALK​ ​ABOUT​ ​THE 
BUDGETS​ ​TO​ ​CREATE​ ​THE​ ​SOCIAL 
MEDIA​. 
EDITH 
PATRIDGE 
1 21-​MA
Y 
28-​MAY $8,000 “ MEETING​ ​STATUS 
REPORT​ ​UP​ ​DATE 
4.4 ORGANISE​ ​BANKING 
FACILITIES​ ​AND​ ​CONTROL 
OF​ ​BUDGET 
PREPARE​ ​AND​ ​ORGANISE​ ​THE 
BUDGET​ ​OF​ ​THE​ ​ALL​ ​EVENT​. 
 3 9-​APR 30-​APR “ STATUS​ ​REPORT 
ABOUT​ ​THE 
CONTROL​ ​OF​ ​THE 
BUDGET 
4.5 FINANCIAL​ ​REPORT HOW​ ​WILL​ ​BE​ ​SPLITTED​ ​AND​ ​HOW 
WILL​ ​BE​ ​THE​ ​CONTROL​ ​OF​ ​THE 
BUDGET​. 
 4 3-​SEP 1-​OCT “ STATUS​ ​REPORT 
ABOUT​ ​THE 
FINANCIAL 
REPORT 
 
 
ACTIVITY and DEPENDENCY LIST 
ID  Name  Description  Predeces
sor(s) 
Success
or(s) 
Duration 
ID  ID   
1.1 Meeting with senior 
management to finalize 
agenda 
Arrange a meeting to summarise all the details about 
the conference. 
- 1.2 16-Apr 
1.2 Contacting speakers Contact the possible speakers for their availability and 
cost estimate. 
1.1 1.3 30-Apr 
1.3 Shortlist speakers Select the speakers that have the availability, have the 
knowledge and fit in the budget. 
1.2 1.4 7-may 
1.4 send confirmation email to the speakers selected with a copy to all theteam 
project. 
1.3 1.5 14-may 
 
 
1.5 Prepare write up on speakers The order and the content that the speakers will 
performance, to know the duration and distribution of 
them on the day. 
1.4 - 1-oct 
1.6 Prepare memento/souvenirs Design and prepare any souvenirs to the speakers with 
the aim to said thank you for their help. 
1.4 - 1-oct 
2.1 Contacting possible venues Ask about the availability on October 4th of 2018, the 
cost and if they provide on-site catering. 
- 2.2 7-May 
2.2 Shortlist venues Select the possible venues that have the availability 
and also fit in the budget estimate. 
2.1 2.3 14-May 
2.3 Confirmation Email Send by email the confirmation to the venue selected 
with a copy to all the team project. 
2.2 2.4, 2.6, 
3.1, 3.2, 
3.3 
21-May 
2.4 Contacting hotel Contacting possible hotel vacancies for their availability 
and cost estimate. 
2.3, 1.4 2.5 11-Jun 
2.5 Send confirmation email To the hotel selected with a copy to all the team 
project. 
2.4 - 18-Jun 
2.6 Contact Decoration Ask about the availability and the cost. 2.3 - 18-Jun 
2.7 Send confirmation Send by email the confirmation to the Decoration 
COmpany with a copy to all the team project. 
2.6 - 25-Jun 
3.1 Contact prospective 
attendances 
Contact by email prospective attendances in the 
business area across Australia to the conference. 
2.3, 1.4 - 11-Jun 
3.2 Create social media posts To promote the conference, including pages such 
Linkedin. 
2.3, 1.4 - 4-Jun 
3.3 Design Pamphlets To promote the conference. 2.3, 1.4 3.5 11-Jun 
3.4 Print Pamphlets Designed to promote the conference event. 3.3 3.5 18-JUn 
3.5 Send out Pamphlets Distribute the brochures. 3.4 - 9-Jul 
3.6 Create registration list The attendees confirmed that have registered. 2.3, 1.4 3.7 10-Sep 
3.7 Send confirmation Send by email the confirmation to the attendee 
selected to assist the conference. 
3.6 - 1-Oct 
4.1 Meeting to finalize agenda With the Coordinator of the manager Network trainers 
to summarise all the details. 
1.2 1.4 7-May 
4.2 Meeting to finalize agenda With the Administration Assistant to summarise all the 
details. 
2.1 2.3 14-May 
4.3 Meeting to finalize agenda With the Manager Networks Marketing Manager to 
summarise all the details. 
- 3.7 28-May 
4.4 Organise Banking Facilities Prepare and Organise the budget that will prepare and 
develop the conference. 
- 4.1 30-Apr 
4.5 Financial report Report how will be split and how will be control of the 
budget destination to development of the conference. 
4.4 - 1-Oct 
 
 
 
 Milestone list 
ID  Name  Description  Date 
1 Confirmation Emails To achieve success this is the progress point that must be reached, the main of the 
process and confirmation are by emails such as contacting the speakers, getting 
confirmation of venues, attendance, decorations, etc. 
1-Oct 
 
 
2 Venue Booking Important activity to make sure to find a place that is centrally located, available on 
October 04th of 2018, the cost must fit in the budget and the venue also needs to be able 
to provide on-site catering for the meeting attendees. 
21-May 
3 Marketing (launch) 
Promote and be sure to give the information to most of the people about the conference 
event, making sure the event can fit the people expected on that day. 
9-Jul 
4 Meetings Keep under control the budgets destined for each work area of the project and established 
meetings are met in order to have resource allocation management. 
28-May 
5 Create registration list The list should contain the attendees confirmed information that have registered to assist 
the conference event that will be realized on October 04th pf 2018. 
10-Sep 
6 Conference completed Achieving the goal of the project is to ensure that the conference has been completed and 
has been achieved without inconvenience to meet the requirements and activities to the 
viewers. 
8-Oct 
 
Manager Networks 
Project Management Plan 
Leadership Conference 2018: Leading in the twentieth century 
Introduction 
The leadership conference will enhance Manager Network’s reputation, and provide our clients 
with up to date information on leadership skills, knowledge and trends. It will also provide 
clients with numerous valuable networking opportunities for clients and staff. 
Project management approach 
The CEO will carry ultimate responsibility for the conference, but the conference planning will 
be co-ordinated by the Administration Manager. Each project team member is responsible for 
their area of expertise, working closely with the Administration Manager. 
Project scope 
This project will cover all aspects of the conference, including planning and follow-up. It is 
restricted to the conference itself, and will not affect, or be accountable for, any other Manager 
Networks products or services. 
Milestones 
 
The project milestones will include the completion of WBS tasks, namely: 
 
● Confirmation Emails: The main of the process and confirmation are by emails such as 
contacting the speakers, getting confirmation of venues, attendance, decorations, etc. 
Date: 1-Oct 
 
 
● Venue Booking: Find a place that is centrally located, available, the cost must fit in the 
budget and able to provide on-site catering for the meeting attendees. Date: 21-May 
● Marketing (launch): Promote and be sure to give the information to most of the people 
about the conference event. Date: 9-Jul 
● Meetings: Keep under control the budgets destined for each work area of the project. 
Date: 28-May 
● Create registration list: Containing the attendees confirmed information that have 
registered to assist the conference event. Date: 10-Sep 
● Conference completed: Ensure that the conference has been completed. Date: 8-Oct 
Any changes to milestones must be made in consultation with the project team. This can be 
done at meetings or by email. 
Sequence and dependencies of tasks. 
Brochure dependencies: 
● The design of the pamphlets (3.3) to promote the conference can only be done after 
confirmation emails for speakers (1.4) and the selected venue (2.3) have been sent. 
● The pamphlets (3.4) can only be printed after the pamphlets (3.3) are designed. 
● The distribution of the pamphlets (3.5) can only be done after the printing of the 
pamphlets is done (3.4) 
Venue dependencies: 
● Contacting possible venues (2.1), to ask about the availability, the cost and if they 
provide on-site catering. 
● Shortlist venues (2.2) to select the possible venues that have the availability and also fit 
in the budget estimate can only be done after contacting possible venues (2.1). 
● Confirmation Email (2.3) sending by email the confirmation to the venue selected with a 
copy to all the project team can only be done after the Shortlist venue (2.2) and 
Contacting possible venues (2.1). 
 
Roles and responsibilities 
The Administration Manager is responsible for the overall coordination of the congress 
preparation. The rest of the project team is: 
• Donna Chisholm will help with contacting and lining up the speakers. 
• Dan Streep will determine and prepare the venue. 
 
 
• Edith Partridge will be responsible for the project’s finances. 
• Erin O’Donnell will be responsible for marketing activities. 
Project stakeholders 
The project’s stakeholders include the following: 
• Manager Networks staff and management 
• Manager Networks clients 
• All of the invited speakers 
• The venue project manager 
Project communication 
Projectcommunication should include, but not be limited to: 
• A monthly update for staff of Manager Networks 
• Weekly or fortnightly meetings for the project team. 
• Direct emails and social media marketing for prospective attendees. 
• Brochure with covering letter sent to all registered attendees two weeks before 
conference date. 
• A written report on the project’s progress will be sent to the CEO by the Administration 
Manager each month. 
Change management 
Changes to the project schedule should only be made with the agreement of the project team. 
Decisions are to be made by consensus, with the CEO having veto over any change. 
Cost management 
Cost management will be overseen by Edith Partridge, the Chief Financial Officer. A financial 
report will be written by Edith within one month of the conference. 
Risk management 
All identified risks are to be discussed and documented at the project team meetings. 
Issue management 
All identified issues are to be discussed and documented at the project team meetings. Issues 
that cannot be resolved at the project team level are to be immediately escalated to include 
participation of the CEO. 
 
 
Management Plan Approval process 
The first draft of this plan is to be submitted to the CEO for their approval and feedback. It will 
then be reviewed by the project team, and updated by the Administration Manager. The 
baseline Project Management Plan will then be communicated to senior management and all 
project team members. 
The PMP and Project Schedule will be reviewed, and a report written for senior management 
within one month of the conference. 
 
5) Email to Project Manager and Project Team members 
From: ​geovana@managernetworks.com.au​; 
To: ​DonnaChisholm@managernetworks.com.au​; 
DanStreep@managernetworks.com.au​; ​EdithPartridge@managernetworks.com.au​; 
Erinodonnell@managernetworks.com.au​; 
Subject: WBS, Draft Project Management Plan and Project Schedule 
 
Date: 1 May 2018 
 
Dear All, 
 
Kindly find attached the completed Manager Networks Work Breakdown Structure 
that talks about all the planning of the activities that will be carried out, so that the 
conference can take place. Including the description of the activities, who will be 
responsible for carrying out the activities, start date and end of activities, budget and 
deliverables. Updated Draft Project Management Plan and Completed Draft Project 
 
mailto:geovana@growmanagementconsultants.com.au
mailto:geovana@growmanagementconsultants.com.au
mailto:geovana@growmanagementconsultants.com.au
mailto:geovana@growmanagementconsultants.com.au
mailto:geovana@growmanagementconsultants.com.au
 
Schedule. Please review these documents, give the 
feedback and approval within one week. 
 
 
Thank you, 
Kind regards, 
Geovana Sartoretto 
Project Officer 
Attachment: 
WBS / Activity and Dependency List / Milestone list 
 
W​ORK​ B​REAKDOWN​ S​TRUCTURE​ (WBS​) 
Project Name: ​ ​Leadership Conference 2018: Leading in the twentieth century 
 
WBS 
I​D 
A​CTIVITY​ /T​ASK  D​ESCRIPTION  A​SSIGNED 
TO 
Est. 
Hrs 
S​TART 
D​ATE 
F​INISH 
D​ATE 
B​UDGET​ $  R​ESOURCES  D​ELIVERABLE 
1 C​O​-​ORDINATION​ ​OF 
S​PEAKERS 
 9-A​PR 1-O​CT 
1.1 M​EETING​ ​WITH​ ​SENIOR 
MANAGEMENT​ ​TO​ ​FINALIZE 
AGENDA​. 
A​RRANGE​ ​A​ ​MEETING​ ​WITH​ ​THE 
SENIOR​ ​MANAGEMENT​ ​TO 
SUMMARISE​ ​ALL​ ​THE​ ​DETAILS 
ABOUT​ ​THE​ ​FIRST​ ​CONFERENCE​. 
DONNA 
CHISHOLM 
1 9-A​PR 16-A​PR DOES​ ​NOT 
APPLY 
MEETING​ ​STATUS 
REPORT​ ​UP 
DATE​. 
1.2 C​ONTACTING​ ​SPEAKERS 
FOR​ ​THEIR​ ​AVAILABILITY 
AND​ ​COST​ ​ESTIMATE 
WHO​ ​KNOWS​ ​ABOUT​ ​THE 
BUSINESS​ ​AREA​ ​PROVIDE 
INFORMATION​ ​ON​ ​CUTTING​ ​EDGE 
LEADERSHIP​ ​TOPICS​. 
DONNA 
CHISHOLM 
2 16-A​P
R 
30-A​PR H​UMAN 
RESOURCES 
- ​SPEAKERS 
DOES​ ​NOT​ ​APPLY 
1.3 S​HORTLIST​ ​SPEAKERS S​ELECT​ ​THE​ ​SPEAKERS 
AVAILABLES​, ​THAT​ ​HAVE​ ​THE 
KNOWLEDGE​ ​AND​ ​IT​ ​HAS​ ​TO​ ​FIT​ ​IN 
THE​ ​BUDGET​ ​ESTIMATE​. 
DONNA 
CHISHOLM 
1 30-​AP
R 
7-​MAY $4,000 HUMAN 
RESOURCES 
- ​SPEAKERS 
STATUS​ ​REPORT 
1.4 C​ONFIRM​ ​SPEAKERS SEND​ ​BY​ ​EMAIL​ ​THE 
CONFIRMATION​ ​TO​ ​THE​ ​SPEAKERS 
SELECTED​. 
DONNA 
CHISHOLM 
1 7-​MAY 15-​MAY HUMAN 
RESOURCES 
- ​SPEAKERS 
STATUS​ ​REPORT 
1.5 WRITE​ ​UP​ ​ON​ ​SPEAKERS ORDER​ ​AND​ ​CONTENT​ ​THAT​ ​THE 
SPEAKERS​ ​WILL​ ​PERFORMANCE 
DONNA 
CHISHOLM 
2 17-​SE
P 
1-​OCT HUMAN 
RESOURCES 
- ​SPEAKERS 
DOCUMENT 
REPORT​ ​WITH 
THE​ ​CONTENT 
THAT​ ​SPEAKERS 
WILL​ ​PRESENT​. 
1.6 PREPARE​ ​SOUVENIRS​ ​FOR 
THE​ ​SPEAKERS 
SAY​ ​THANK​ ​YOU​ ​FOR​ ​THEIR​ ​HELP​. DONNA 
CHISHOLM 
1 10-​SE
P 
1-​OCT HUMAN 
RESOURCES 
- ​SPEAKERS 
SOUVENIRS​ ​FOR 
THE​ ​SPEAKERS 
2 COORDINATING​ / 
ARRANGING​ ​VENUE 
 9-​APR 25-​JUN 
 
 
2.1 CONTACTING​ ​POSSIBLE 
VENUES 
ASK​ ​ABOUT​ ​THE​ ​AVAILABILITY​ ​ON 
OCT​ 4​TH​ 2018, ​AND​ ​IF​ ​THEY 
PROVIDE​ ​ON​-​SITE​ ​CATERING​. 
 4 9​APR 7-​MAY HUMAN 
RESOURCES 
N​/​A 
2.2 SHORTLIST​ ​VENUES SELECT​ ​THE​ ​POSSIBLE​ ​VENUES 
THAT​ ​IS​ ​AVAILABLE​ ​AND​ ​FITS​ ​IN 
THE​ ​BUDGET​. 
 1 7-​MAY 14-​MAY “ STATUS​ ​REPORT 
2.3 CONFIRMATION​ ​EMAIL SEND​ ​BY​ ​EMAIL​ ​THE 
CONFIRMATION​, ​WITH​ ​A​ ​COPY​ ​TO 
ALL​ ​THE​ ​TEAM​ ​MEMBERS​. 
 1 14-​MA
Y 
21-​MAY “ STATUS​ ​REPORT 
2.4 CONTACT​ ​POSSIBLE​ ​HOTEL 
VACANCIES 
ASK​ ​ABOUT​ ​THE​ ​AVAILABILITY​ ​ON 
OCT​ 2​ND​ ​TO​ ​OCT​ 5​TH​ ​OF​ ​THE 
2018 ​AND​ ​THE​ ​COST​. 
DAN 
STREEP 
3 21-​MA
Y 
11-​JUN $48,000 “ N​/​A 
2.5 CONFIRMATION​ ​EMAIL TO​ ​THE​ ​HOTEL​ ​SELECTED​ ​WITH​ ​A 
COPY​ ​TO​ ​ALL​ ​THE​ ​TEAM​ ​MEMBERS 
 1 11-​JUN 18-​JUN “ STATUS​ ​REPORT 
2.6 CONTACT​ ​POSSIBLE 
DECORATION 
ASK​ ​ABOUT​ ​THE​ ​AVAILABILITY​ ​AND 
THE​ ​COST​. 
 4 21-​MA
Y 
18-​JUN “ N​/​A 
2.7 CONFIRMATION​ ​EMAIL TO​ ​THE​ ​DECORATION​ ​COMPANY 
SELECTED​ ​WITH​ ​A​ ​COPY​ ​TO​ ​ALL 
THE​ ​TEAM​ ​MEMBERS​. 
 1 18-​JUN 25-​JUN “ STATUS​ ​REPORT 
3 CO​-​ORDINATE​ ​THE 
MARKETING​ ​MATERIAL​ ​AND 
REGISTRATION 
 21-​MA
Y 
1-​OCT 
3.1 CONTACT​ ​PROSPECTIVE 
ATTENDANCES 
CONTACT​ ​BY​ ​EMAIL​ ​PROSPECTIVE 
ATTENDANCES​ ​IN​ ​THE​ ​BUSINESS 
AREA​ ​ACROSS​ ​AUSTRALIA​ ​TO​ ​THE 
CONFERENCE​. 
 3 21-​MA
Y 
11-​JUN HUMAN 
RESOURCE 
N​/​A 
3.2 CREATE​ ​SOCIAL​ ​MEDIA 
POSTS 
TO​ ​PROMOTE​ ​THE​ ​CONFERENCE 
EVENT​. ​EXAMPLE​ ​LINKEDIN 
 2 21-​MA
Y 
4-​JUN “ SOCIAL​ ​MEDIA 
POSTS 
3.3 DESIGN​ ​PAMPHLETS TO​ ​PROMOTE​ ​THE​ ​CONFERENCE​. ERIN 
O​'​DONNELL 
3 21-​MA
Y 
11-​JUN $20,000 HR - 
MARKETING 
TEAM 
DESIGN​ ​POSSIBLE 
OPTIONS​ ​OF 
PAMPHLETS 
3.4 PRINT​ ​PAMPHLETS DESIGNED​ ​TO​ ​PROMOTE​ ​THE 
CONFERENCE​ ​EVENT 
 1 11-​JUN 18-​JUN HR​ - 
MARKETING 
TEAM​ ​AND 
MATERIAL 
PAMPHLETS 
PAMPHLETS 
3.5 SEND​ ​OUT​ ​PAMPHLETS DISTRIBUTE​ ​THE​ ​BROCHURES 3 18-​JUN 9-​JUL HR​ - 
MARKETING 
TEAM 
N​/​A 
3.6 CREATE​ ​REGISTRATION​ ​LIST FOR​ ​THE​ ​ATTENDEES​ ​CONFIRMED 
THAT​ ​HAVE​ ​REGISTERED​ ​TO 
ASSIST​ ​THE​ ​CONFERENCE​. 
 15 21-​MA
Y 
10-​SEP HUMAN 
RESOURCES 
STATUS​ ​REPORT 
3.7 SEND​ ​CONFIRMATION BY​ ​EMAIL​ ​TO​ ​THE​ ​ATTENDEE 
SELECTED​ ​TO​ ​ASSIST​ ​THE 
CONFERENCE​. 
 3 10-​SE
P 
1-​OCT “ N​/​A 
4 COORDINATION​ ​OF 
FINANCES 
 9-​APR 1-​OCT 
4.1 FINALIZE​ ​AGENDA 
(​CO​-​ORDINATOR​) 
ARRANGE​ ​A​ ​MEETING​ ​WITH​ ​THE 
CO​-​ORDINATOR​, ​TO​ ​SUMMARISE 
 1 30-​AP
R 
7-​MAY HUMAN 
RESOURCES 
MEETING​ ​STATUS 
REPORT​ ​UP​ ​DATE 
 
 
ALL​ ​THE​ ​DETAILS​ ​ABOUT​ ​THE 
INVITED​ ​SPEAKERS​. 
4.2 FINALIZE​ ​AGENDA 
(​ADMINISTRATION 
ASSISTANT​) 
ARRANGE​ ​A​ ​MEETING​ ​TO 
SUMMARISE​ ​ALL​ ​THE​ ​DETAILS 
ABOUT​ ​THE​ ​LOCATED​ ​VENUE​. 
 1 7-​MAY 14-​MAY “ MEETING​ ​STATUS 
REPORT​ ​UP​ ​DATE 
4.3 FINALIZE​ ​AGENDA​ ​WITH​ ​THE 
MARKETING​ ​MANAGER 
ARRANGE​ ​A​ ​MEETING​ ​TO 
SUMMARISE​ ​ALL​ ​THE​ ​DETAILS 
ABOUT​​THE​ ​NUMBER​ ​OF 
ATTENDANCES​, ​TALK​ ​ABOUT​ ​THE 
BUDGETS​ ​TO​ ​CREATE​ ​THE​ ​SOCIAL 
MEDIA​. 
EDITH 
PATRIDGE 
1 21-​MA
Y 
28-​MAY $8,000 “ MEETING​ ​STATUS 
REPORT​ ​UP​ ​DATE 
4.4 ORGANISE​ ​BANKING 
FACILITIES​ ​AND​ ​CONTROL 
OF​ ​BUDGET 
PREPARE​ ​AND​ ​ORGANISE​ ​THE 
BUDGET​ ​OF​ ​THE​ ​ALL​ ​EVENT​. 
 3 9-​APR 30-​APR “ STATUS​ ​REPORT 
ABOUT​ ​THE 
CONTROL​ ​OF​ ​THE 
BUDGET 
4.5 FINANCIAL​ ​REPORT HOW​ ​WILL​ ​BE​ ​SPLITTED​ ​AND​ ​HOW 
WILL​ ​BE​ ​THE​ ​CONTROL​ ​OF​ ​THE 
BUDGET​. 
 4 3-​SEP 1-​OCT “ STATUS​ ​REPORT 
ABOUT​ ​THE 
FINANCIAL 
REPORT 
 
 
ACTIVITY and DEPENDENCY LIST 
ID  Name  Description  Predeces
sor(s) 
Success
or(s) 
Duration 
ID  ID   
1.1 Meeting with senior 
management to finalize 
agenda 
Arrange a meeting to summarise all the details about 
the conference. 
- 1.2 16-Apr 
1.2 Contacting speakers Contact the possible speakers for their availability and 
cost estimate. 
1.1 1.3 30-Apr 
1.3 Shortlist speakers Select the speakers that have the availability, have the 
knowledge and fit in the budget. 
1.2 1.4 7-may 
1.4 send confirmation email to the speakers selected with a copy to all the team 
project. 
1.3 1.5 14-may 
1.5 Prepare write up on speakers The order and the content that the speakers will 
performance, to know the duration and distribution of 
them on the day. 
1.4 - 1-oct 
1.6 Prepare memento/souvenirs Design and prepare any souvenirs to the speakers with 
the aim to said thank you for their help. 
1.4 - 1-oct 
2.1 Contacting possible venues Ask about the availability on October 4th of 2018, the 
cost and if they provide on-site catering. 
- 2.2 7-May 
2.2 Shortlist venues Select the possible venues that have the availability 
and also fit in the budget estimate. 
2.1 2.3 14-May 
2.3 Confirmation Email Send by email the confirmation to the venue selected 
with a copy to all the team project. 
2.2 2.4, 2.6, 
3.1, 3.2, 
3.3 
21-May 
2.4 Contacting hotel Contacting possible hotel vacancies for their availability 
and cost estimate. 
2.3, 1.4 2.5 11-Jun 
2.5 Send confirmation email To the hotel selected with a copy to all the team 
project. 
2.4 - 18-Jun 
 
 
2.6 Contact Decoration Ask about the availability and the cost. 2.3 - 18-Jun 
2.7 Send confirmation Send by email the confirmation to the Decoration 
COmpany with a copy to all the team project. 
2.6 - 25-Jun 
3.1 Contact prospective 
attendances 
Contact by email prospective attendances in the 
business area across Australia to the conference. 
2.3, 1.4 - 11-Jun 
3.2 Create social media posts To promote the conference, including pages such 
Linkedin. 
2.3, 1.4 - 4-Jun 
3.3 Design Pamphlets To promote the conference. 2.3, 1.4 3.5 11-Jun 
3.4 Print Pamphlets Designed to promote the conference event. 3.3 3.5 18-JUn 
3.5 Send out Pamphlets Distribute the brochures. 3.4 - 9-Jul 
3.6 Create registration list The attendees confirmed that have registered. 2.3, 1.4 3.7 10-Sep 
3.7 Send confirmation Send by email the confirmation to the attendee 
selected to assist the conference. 
3.6 - 1-Oct 
4.1 Meeting to finalize agenda With the Coordinator of the manager Network trainers 
to summarise all the details. 
1.2 1.4 7-May 
4.2 Meeting to finalize agenda With the Administration Assistant to summarise all the 
details. 
2.1 2.3 14-May 
4.3 Meeting to finalize agenda With the Manager Networks Marketing Manager to 
summarise all the details. 
- 3.7 28-May 
4.4 Organise Banking Facilities Prepare and Organise the budget that will prepare and 
develop the conference. 
- 4.1 30-Apr 
4.5 Financial report Report how will be split and how will be control of the 
budget destination to development of the conference. 
4.4 - 1-Oct 
 
 
 
 Milestone list 
ID  Name  Description  Date 
1 Confirmation Emails To achieve success this is the progress point that must be reached, the main of the 
process and confirmation are by emails such as contacting the speakers, getting 
confirmation of venues, attendance, decorations, etc. 
1-Oct 
2 Venue Booking Important activity to make sure to find a place that is centrally located, available on 
October 04th of 2018, the cost must fit in the budget and the venue also needs to be able 
to provide on-site catering for the meeting attendees. 
21-May 
3 Marketing (launch) 
Promote and be sure to give the information to most of the people about the conference 
event, making sure the event can fit the people expected on that day. 
9-Jul 
4 Meetings Keep under control the budgets destined for each work area of the project and established 
meetings are met in order to have resource allocation management. 
28-May 
5 Create registration list The list should contain the attendees confirmed information that have registered to assist 
the conference event that will be realized on October 04th pf 2018. 
10-Sep 
6 Conference completed Achieving the goal of the project is to ensure that the conference has been completed and 
has been achieved without inconvenience to meet the requirements and activities to the 
viewers. 
8-Oct 
 
Manager Networks 
 
 
Project Management Plan 
Leadership Conference 2018: Leading in the twentieth century 
Introduction 
The leadership conference will enhance Manager Network’s reputation, and provide our clients 
with up to date information on leadership skills, knowledge and trends. It will also provide 
clients with numerous valuable networking opportunities for clients and staff. 
Project management approach 
The CEO will carry ultimate responsibility for the conference, but the conference planning will 
be co-ordinated by the Administration Manager. Each project team member is responsible for 
their area of expertise, working closely with the Administration Manager. 
Project scope 
This project will cover all aspects of the conference, including planning and follow-up. It is 
restricted to the conference itself, and will not affect, or be accountable for, any other Manager 
Networks products or services. 
Milestones 
 
The project milestones will include the completion of WBS tasks, namely: 
 
● Confirmation Emails: The main of the process and confirmation are by emails such as 
contacting the speakers, getting confirmation of venues, attendance, decorations, etc. 
Date: 1-Oct 
● Venue Booking: Find a place that is centrally located, available, the cost must fit in the 
budget and able to provide on-site catering for the meeting attendees. Date: 21-May 
● Marketing (launch): Promote and be sure to give the information to most of the people 
about the conference event. Date: 9-Jul 
● Meetings: Keep under control the budgets destined for each work area of the project. 
Date: 28-May 
● Create registration list: Containing the attendees confirmed information that have 
registered to assist the conference event. Date: 10-Sep 
● Conference completed: Ensure that the conference has been completed. Date: 8-Oct 
Any changes to milestones must be made in consultation with the project team. This can be 
done at meetings or by email. 
 
 
Sequence and dependencies of tasks. 
Brochure dependencies: 
● The design of the pamphlets (3.3) to promote the conference can only be done after 
confirmation emails for speakers (1.4) and the selected venue (2.3) have been sent. 
● The pamphlets (3.4) can only be printed after the pamphlets (3.3) are designed. 
● The distribution of the pamphlets (3.5) can only be done after the printing of the 
pamphlets is done (3.4) 
Venue dependencies: 
● Contacting possible venues (2.1), to ask about the availability, thecost and if they 
provide on-site catering. 
● Shortlist venues (2.2) to select the possible venues that have the availability and also fit 
in the budget estimate can only be done after contacting possible venues (2.1). 
● Confirmation Email (2.3) sending by email the confirmation to the venue selected with a 
copy to all the project team can only be done after the Shortlist venue (2.2) and 
Contacting possible venues (2.1). 
 
Roles and responsibilities 
The Administration Manager is responsible for the overall coordination of the congress 
preparation. The rest of the project team is: 
• Donna Chisholm will help with contacting and lining up the speakers. 
• Dan Streep will determine and prepare the venue. 
• Edith Partridge will be responsible for the project’s finances. 
• Erin O’Donnell will be responsible for marketing activities. 
Project stakeholders 
The project’s stakeholders include the following: 
• Manager Networks staff and management 
• Manager Networks clients 
• All of the invited speakers 
• The venue project manager 
Project communication 
 
 
Project communication should include, but not be limited to: 
• A monthly update for staff of Manager Networks 
• Weekly or fortnightly meetings for the project team. 
• Direct emails and social media marketing for prospective attendees. 
• Brochure with covering letter sent to all registered attendees two weeks before 
conference date. 
• A written report on the project’s progress will be sent to the CEO by the Administration 
Manager each month. 
Change management 
Changes to the project schedule should only be made with the agreement of the project team. 
Decisions are to be made by consensus, with the CEO having veto over any change. 
Cost management 
Cost management will be overseen by Edith Partridge, the Chief Financial Officer. A financial 
report will be written by Edith within one month of the conference. 
Risk management 
All identified risks are to be discussed and documented at the project team meetings. 
Issue management 
All identified issues are to be discussed and documented at the project team meetings. Issues 
that cannot be resolved at the project team level are to be immediately escalated to include 
participation of the CEO. 
Management Plan Approval process 
The first draft of this plan is to be submitted to the CEO for their approval and feedback. It will 
then be reviewed by the project team, and updated by the Administration Manager. The 
baseline Project Management Plan will then be communicated to senior management and all 
project team members. 
The PMP and Project Schedule will be reviewed, and a report written for senior management 
within one month of the conference. 
 
 
 
 
6) Two observation checklists (meeting with Manager and meeting with the 
team) 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
  
  
  
  
  
 
 
Assessment Task 2 Checklist 
Student’s name: Geovana Amelia Sartoretto 
Did the student: 
Completed 
successfully Comments 
Yes No 
Contribute to developing the project’s work breakdown 
structure by making notes on the WBS of similar projects 
that contain enough detail that the project can be 
effectively planned and controlled? 
 
At the team meeting, help with the estimation of the 
duration and effort required for the tasks in the WBS, as 
well as their sequences and dependencies? 
 
Use the Microsoft Excel spreadsheet Program Schedule 
Template to plan the project’s time management? 
 
Contribute to achieving an agreed schedule baseline? 
Communicate the project schedule to the project team 
members? 
 
In the Project Management Plan, suggest mechanisms to 
measure and report the progress of activities? 
 
At the meeting, demonstrate effective communication 
skills including: 
● Speaking clearly and concisely 
● Using non-verbal communication to assist with 
understanding 
● Asking questions to identify required information 
● Responding to questions as required 
● Using active listening techniques to confirm 
understanding? 
 
Task Outcome: Satisfactory ​◻ Not Satisfactory ​◻ 
Assessor signature 
Assessor name 
Date