ing the downloadable software, templates provided, or other preferred software, such as Microsoft Excel: Complete a WBS for your project.
Work Breakdown StructureThis list of activities needs to contain enough detail so you can effectively plan and schedule your event.Using the completed WBS as a reference, next complete a Gantt
chart of your project using the template provided. If you discover in
the process you overlooked activities make sure to include them in the
WBS.
Gantt Chart In a paper that is a minimum of 2 pages long, identify the
Critical Path for your project. Using the WBS and the Gantt chart you
constructed for this project analyze how much longer you will need to
start planning in advance of your event in order to complete the
project? Your submission should follow the essentials of APA (i.e.,
cover page, double-spaced, 12 pt. font, reference section at the end,
in-text citations, etc.).
Would you like information about how to format in APA? Click here.
Papers should be spell-checked and submitted to Grammarly
prior to submitting your paper to the drop box. “Grammarly” is a free
service for Rasmussen students. Once you’ve made all of your suggested
grammar corrections, submit your paper to the Drop Box, along with your
Grammarly PDF report as a separate attachment. Your goal is to obtain a
Grammarly score of 90 – 100%.
Part 2For this part of the Course Project,
you will put together a Quality Plan. In order to provide the highest
quality experience possible, attendees of the event were surveyed to
determine what was most important to them when attending such an event.
The result of this survey is listed below:
– 90% of those completing the survey felt that having engaging and dynamic speakers is key to a successful event
– 90% felt that it was important that the accommodations were
physically located where the convention is being held; they didn’t want
to have to take a bus or a shuttle from their hotel to the convention. – 85% stated the food provided should be wonderful and meet any dietary restrictions, such as vegetarian or gluten-free.
For your assignment, you will need to do the following:Complete a scope statement for your project (Use may use the
templates for Project Scope and Business Objective Worksheet provided).
Your project Scope should be at one page in length.Project Scope and Business Objective WorksheetUsing
the WBS for your project, identify which of the Work Activities listed
could potentially impact those items identified by attendees as critical
for the success of the project. Complete a Failure Mode and
Effects Analysis. Only include those activities that impact the four
issues identified by your customers as critical to producing a quality
event. For each of the activities listed:
– Based on your knowledge of the activity analyze the
severity of the impact on the project if the activity failed to produce a
quality result as Low, Medium, or High – Also based on your
knowledge of the activity analyze the probability of the poor quality
result occurring as Low, Medium, or High – For the three activities
that were evaluated as having the most severe quality consequences AND
having the highest impact generate an action plan to reduce or eliminate
these failures from occurring
In a paper that is a minimum of 2 pages long, clearly and concisely summarize the action items identified through the FMEA that will increase the probability of your project being considered a success with your customers.
rubric_module_02_1_.pdf
gantt_chart_l.xls
wbs_excel.xls
jweisendanger_module1courseprojectplanningandorganizingconference_040917.doc
Unformatted Attachment Preview
Module 02 Location Selection
Total Points
Possible
30
Paper contains a
detailed Project
Definition
Statement(s) which
contains the
following:
What work must be
done?
Who will do the
work?
How long will it
take?
What resources are
required?
10 Max Points
Paper meets
minimum 4-page
length
requirement.
Provided an APA
formatted title
page
5 Max Point Value
Insufficient/Not Evident
Progressing
Competent
Exemplary
(< 6 pts.)
Content was not included or
incomplete, and/or extremely
inaccurate.
(6-7 pts.)
Content shows a basic
understanding of key ideas,
yet includes some
inaccuracies.
(8-9 pts.)
Content meets criteria with
minimal errors, is accurate and
shows a clear understanding
through appropriate examples
and explanations.
(10 pts.)
Content meets or exceeds criteria, is
accurate and shows an
extraordinary understanding
through rich examples and
explanations.
(< 2 pts.)
Paper is not submitted.
(2-3 pts.)
Paper is less than 2 pages in
length, and/ or no APA title
page provided.
(4 pts.)
Paper is between 2-4 pages in
length and/or no APA title
page provided.
(5 pts.)
Paper is at least 4 pages in length.
APA formatted title page provided.
Transferrable Skills
Communication:
Exhibit
appropriate,
audience-specific
tone and
vocabulary tied to
purpose.
5 Max Point Value
Ethics &
Professionalism
Identify ethical and
legal issues for
businesses and
organizations.
(<2 pts.)
Thoughts not coordinated to
concept. No meaning and
evidence provided to back up
opinions.
(2-3 pts.)
Writing is inappropriate,
does not use audiencespecific tone and vocabulary
is not tied to the purpose of
the material.
(4 pts.)
Writing is mostly appropriate,
attention is needed to ensure
audience-specific tone and
vocabulary is tied to the
material.
(5 pts.)
Coordinated thoughts to concept and
presented meaning and evidence to
back up opinions. Writing exhibits
appropriate, audience-specific tone.
(< 6 pts.)
Content was not included or
incomplete, and/or extremely
inaccurate.
(6-7 pts.)
Content shows a basic
understanding of key ideas,
yet includes some
inaccuracies.
(8-9 pts.)
Content meets criteria with
minimal errors, is accurate and
shows a clear understanding
through appropriate examples
and explanations.
(10 pts.)
Content meets or exceeds criteria, is
accurate and shows an
extraordinary understanding
through rich examples and
explanations.
Earned Points
Module 02 Location Selection
10 Max Point
Value
Total Points ______/______
Gantt Chart
Version 1.7.3
© 2006-2014 Vertex42 LLC
0
HELP
[Project Name]
[Company Name]
Today's Date:
4/10/2017 Monday
(vertical red line)
Project Lead: [Name]
Start Date: 1/1/2015
[42]
Thursday
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0%
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[Name]
[Name]
[Name]
17 - Aug - 15
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5
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0
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0%
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1.2
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0
16 - Feb - 15
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3
09 - Feb - 15
Days Remaining
0
0%
26 - Jan - 15
Days Complete
10
5
02 - Feb - 15
Working Days
0%
1/6/15
Start
19 - Jan - 15
% Complete
14
1/2/15
1.1
Task
Lead
[Name]
12 - Jan - 15
Duration (Days)
1/15/15
Sub Task level 2
Tasks
Task Category 1
05 - Jan - 15
End
1/2/15
WBS
1
2
29 - Dec - 14
First Day of Week (Mon=2):
[42]
TEMPLATE ROWS: Copy and insert the entire section, or just the specific sub tasks, depending on which level you want to use (formulas are different for different WBS levels)
Task Category 1
1
1/1/15
1/7/15
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0%
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0
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1.1
1.1.1
1.1.1.1
Sub Task level 2
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Level 3 Task
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Level 4 task
Gantt Chart Template by Vertex42.com
© 2008 Vertex42 LLC
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Choose from a larger set of template rows that provide more options for
defining the Start date, End date, duration, and dependency of tasks.
Define a task based on the …
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the new Predecessor options make it very simple. One of the demo videos
discusses this in detail.
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List holidays in a separate sheet that you want to exclude from work days.
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Work Breakdown Structure Table
Provide basic information about the project including: Project Title – The proper name used to identify this project; Project Working Title - The working name or acronym that will be used for the
project; Proponent Secretary - The Project Manager who is responsible for the entire project; Other Agency – Other agency that will be responsible for the management of the project; Prepared
by – The person(s) preparing this document; Date/Control Number – The date the plan is finalized and the change or configuration item control number assigned.
Project Title:
Project Working Title:
Project
Manager:
Other Agency:
Prepared by:
Date / Control Number:
Element
Number
WBS Elements
Activity, Task, or Sub-Task Name
Definition of Activity or Task
(Description)
Responsible Person or
Group
Estimated (E) or
Project Phase
Actual (A) Cost (Cross (Cross reference to
reference to budget)
schedule)
Running head: Week 1: Course Project, Planning and Organizing an Annual Conference
WEEK 1: Course Project, Planning and Organizing an Annual Conference
Julianne Weisendanger
RASMUSSEN COLLEGE
Author Note
This paper is being submitted on April 9th, 2017 for LaWanda Morant’s Introduction to
Functional and Project Management Class, B279/MAN2793.
1
PLANNING AND ORGANIZING AN ANNUAL CONFERENCE
2
Selecting the organizing team
The first step in planning and organizing the conference will entail selecting
conference officers who will be in charge of overseeing the committee and volunteers in the
planning process. Officers selected will include the conference manager and chairperson.
The conference manager does not necessarily have to be an employee of the company but can
be an experienced conference manager and therefore would help out on decisions in selecting
the best host site, and in obtaining favorable venue rates. His experience in organizing
conventions will also be of great help in laying down the plan and in running the event.
The professional will be helpful because some planning details require a skillful and
knowledgeable person who is capable of negotiating and making necessary arrangements at
the lowest possible cost. This will ease the process by eliminating trial and error. The
chairperson will be an employee of the company who is familiar with its culture and the
inspiration behind organizing the conference. The employee selected, as chairman will be an
individual who has interest in chairing the conference and has skills in delegating activities,
following on details and in coordinating activities. The selection will be done by senior
managers who are directly involved in the conference. The selection process should take a
maximum period of two weeks (POTVIN, n.d.).
After selecting the chairman and manager, the conference planning committee will be
formed. Once formed, the committee will be responsible for making decisions under the
guidance of the chairman. The chairman will be responsible for appointing the team he would
like to work with to ensure that the conference is a success. The planning committee will
include at least one representative from each target audience group. This will ensure that all
fields are represented and will ensure that the planning process is not in favor of certain field.
PLANNING AND ORGANIZING AN ANNUAL CONFERENCE
3
Preliminary analysis and planning
Once selected, the conference planning will start working on the conference details by
first carrying out preliminary analysis and planning. This process will take a period of two
weeks and will be carried out by the conference planning committee. Activities carried out
will include setting the objectives of the meeting and how they will be implemented.
Conference goals will be analyzed and objectives will be set based on suggestions by
delegates and other interested parties.
Event site selection and ethical issues
The conference chairman, manager and committee will be responsible for choosing
the conference site, hotel and specific convention dates. Site selection will entail considering
the available sites and a feasibility of the choices will be conducted. Planning on site will be
done three months in advance to avoid last minute rush and to also avoid competing for
venues with competitors. In choosing the venue, factors to be considered will include the
amount the company is willing to spend and the size of audience expected. In choosing a
venue, it will be important to consider the type of target audience. In addition, the place
should be of high quality, in a safe environment, and should create good first impression for
all attendees. The venue should also cater for attendees who are living with disabilities.
Therefore, conference room selected should be an easy access to the conference, bars,
accommodation and other facilities. The cost of the hotel selected should be in alignment
with the budget laid down by the committee.
PLANNING AND ORGANIZING AN ANNUAL CONFERENCE
4
In selecting the venue, some ethical issues may come up. In order to sway decision on
their side, community leaders may offer gifts or money so that their cities are selected to host
the convention. A legal issue of not acquiring necessary permits may also arise. Signing a
contract to host the event in a certain event and changing mind after sometime could also
raise legal issues. In order to avoid such legal and ethical issues, the committee will be
careful and attentive in differentiating between an innocent perk and an inappropriate gift,
which can lead to biasness in selecting the conference host. Prior to the convention, the
planning team will ensure that all necessary legal documents and permits to host the
convention have been acquired and are put together. To ensure that the planning team does
not change mind on the venue selected and end up attracting legal penalties, the team will not
enter in to any contracts with service providers unless a final decision has been keenly
analysed and agreed upon by the decision making team (Conference Planning Checklists,
n.d.).
To ensure objectivity in venue selection, an analysis on the satisfactory level of each
hotel under consideration will be done. An analysis of key factors like security and safety will
be some of the key factors to be considered. The security considerations will include staff
emergency medical training and safety of personal effects like clothing. To minimize on
cost, a hotel, which provides lodging, AV equipment, food and other extras, will be selected.
After selecting a venue, a free conflict date will be selected and afterwards the booking will
be done at once and will be confirmed at in writing. A written announcement will then be
announced to key delegates via phone calls and emails (Rabinowitz, n.d.).
PLANNING AND ORGANIZING AN ANNUAL CONFERENCE
Conference master plan
Once a venue and date have been selected, the conference chairperson, the manager,
committee and society officers will come up with the final conference master plan. This
process will take a month to be completed and will entail coming up with a time table,
assessing objectives of the conference, a conference theme, establishing guidelines and
policies, and developing the technical and social program. The master plan will involve the
strategy on how the conference will be publicized and marketed to the target audience. The
annual conference will want to recruit a broad audience to attend the convention and
therefore publicity will be necessary.
The marketing strategy and identified activities will run from the time the target
audience is identified to the day of the convention. In addition to mailing key delegates and
posting information on the internet, the conference dates and activities will also be printed in
newsletters, journals and other audience. Other forms of printing materials will also be used
as may be deemed necessary. Posters and other communication strategies will be used in
communications with institutions and organizations, which could be interested.
Posters will also be posted on main public areas so as to maximize on reaching to as
many people as possible. Blogs, interviews, stories, announcements to opinion leaders, and
nationwide media will be used to reach out to a broader potential audience. The organizing
team will finalize the planning process by making decisions on whether to include special
workshops, poster sessions, and short course training for willing audience. The fee to be
charged on entrance and on participating in these activities will also be determined at this
stage.
5
PLANNING AND ORGANIZING AN ANNUAL CONFERENCE
References
Conference Planning Checklists. (n.d.). Retrieved from NCTE:
http://www.ncte.org/affiliates/confplanning/checklists
POTVIN, J. H. (n.d.). Planning and Organizing an Annual Conference . Retrieved from
http://kmh-lanl.hansonhub.com/pc-26-123-potvin.pdf
Rabinowitz, P. (n.d.). Section 5. Organizing a Conference. Retrieved from
http://ctb.ku.edu/en/table-of-contents/structure/training-and-technicalassistance/conferences/main
6
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