- INTRODUCTION
ASEAN Ministerial Conference in Singapore for ASEAN leaders
The main task of this project is to conduct a meeting of ASEAN leader in Singapore. The project aims at providing professional reception and 9rganisation of the meeting of the ministers. The preparations for the arrival of the leaders are important to avoid the last minute rush or jeopardizing the meeting due to technical faults which can be avoided through careful planning. Ministers are high profile leaders and hence their arrival has to be taken seriously by conducting necessary arrangements. The team of organizers is to receive the leaders at the airport immediately after arrival to the hotel where they will spend their time during the meeting, facilitate to the end of the meeting and see them off to the airport. Prior to the meeting, there will be a training program for the workers who will be attending to the delegates in the country. The training will; take place for 3 days
The activities involved in this section are; providing orientation services to the leaders, security arrangements and also preparation of venue. In addition, we are to design the schedule of the meeting and the travel arrangements of the leaders to and fro the meeting venue. We are also responsible for welfare of the delegates as long as they are in Singapore.
- PROJECT SCOPE
- Objectives
The objective of the study is to provide facilitation services to the ASEAN meeting. The objective is to ensure that the delegates are received and served in utmost professionalism. The objectives entail receiving the delegates from the airport. Arrangement of transport will be to the hotels where they will be spending their time. In addition, arrangements of meals and other welfare services will be covered.
Transport services to and from the meeting will be provided by this committee. Moreover, security arrangements will.vbe made to ensure the safety of the leaders while ion Singapore. These services will be made by the trained personnel.
Deliverables
The services that the delegates will receive include;
- Pick up from the airport. The delegates will be welcomed at the airport since the arrangements to that effect will be made
- Transport to the 5 star hotel. The transportation service from the airport to the host hotel will be provided by the study.
- Security arrangements while in the city. Delegates will be assigned enough security while in the country.
- A short tour around the city will be conducted to orientate the leaders on the nature and the practices of Singapore so that they feel comfortable.
- Provision of customized meals to meet the desires and cultures of the participants
- Mile stone
The project will take 10 days. All the activities are supposed to take place as scheduled in the table below.
- Technology
Technology is an important aspect in this study such that the project organizers will choose the best technology or other viable alternative. The considerations include;
- The meeting venue should have adequate and reliable electricity. In case of power blackout, a backup generator should be available to avoid disruptions in the meeting.
- The meeting venue should have video and audio support for to ease communication in the meeting.
- The transport arranged must meet the safety standards and must be licensed by the laws of the country.
- The meeting must be recorded so as to get materials for future reference
- The hotel should have adequate sanitation and be up to the standards that are accepted internationally.
- Limits and exclusions
During the project, it is expected that there will be some limits as well as exceptions in the dispensation of the mandate of the members. These include;
- Security for all the ministers will involve a lot of security personnel at the expense of civilian s. it is recommended that security will be provided for the entire group and not individuals.
- The budget allocation for this project is insufficient taking into consideration the services that are to be offered. The financiers need to analyze the financial requirements before making an allocation.
- Providing customized services to all the delegates is a problem. The organizers will therefore provide universal services apart from a few exclusions.
- The organization of the venue and receipt of visitors is to be arranged within two days which is hectic. As such, the organizing members have to stay long hours working to meet deadlines.
- Scope of the project
The project has a tight schedule which is optimized in terms of scope and time. In addition, the project has a fixed budget hence there is no room for any adjustments. The funds allocated are just enough to cater for the services outlined in the project. The time constraint is eased by providing a buffer zone where the plans are made in advance such that there is enough time to execute the plans.
Each part is supposed to be executed due to its importance and need. Enhancing the scope brings an optimal coverage of the project.
More time will be dedicated to complex tasks which are important to the success of the project. Important aspects like transport, security and accommodation will be awarded more time and resources.
Funds will be distributed according to the costly of executing the activity. Tasks such as transport, accommodation arrangement and security are costly but important fort the success of the ministerial meeting.
The quality of services must meet the standards that are recognized internationally. This is because delegates are from many countries with different cultures.
- Staff plan
This plan is made to show how many hours a person is to work towards the success of the project. It shows the hours and the wages that the team members are supposed to render their services. The project management was composed of five members plus other support staff whose services may be needed as the project unfolds. The table below shows these details.
The remuneration of the members depends on the amount of work allocated and the skills required to fulfill the tasks.
- WORK BREAKDOWN STRUCTURE
This section identifies all the main activities that are conducted to facilitate participation of ASEAN leaders in the ASEAN Ministerial Conference in Singapore. The fundamental parts of the main activities involved in the conference involve five significant parts. The aim having these different parts is to provide a structure that can be able to point out the tasks of the project. Therefore, it would be easier for a project manager to manage and organize the activities of the project. This parts of the work breakdown structure involves transportation, accommodation, venue, speakers and the other miscellaneous involved in the conference. The work breakdown structure of the project is illustrated as follows.
- RESPONSIBILITY MATRIX
The purpose of the responsibility matrix is to illustrate the break down works and shows the duties allocation to each of the team members of the project. The team members, that are going to formulate conference project involves are the members, that is, member 1, 2, 3, 4, and 5. The responsibility matrix is illustrated as above.
- PROJECT ESTIMATION
Different activities have different levels uncertainty, while some of the activities have noticeable activities. The table below represents a bottom up approach of the entire time varying estimation for the activities involved in the project. Some of the activities might be delayed by non-project factors accompanied by unforeseeable issues.
- COST ESTIMATION
The cost estimation is budgeted according to the table below. Cost includes transportation charges, labor cost, hotel and accommodation, miscellaneous cost and rental fee on venue.
- PROJECT NETWORK
The critical path is therefore given by A,B,C,G
- GANTT CHART
The critical path of the entire project is represented on the Gantt chart which consists of a horizontal bar that shows the total time taken by the entire project. In other words, the length of this horizontal bar represents the time required to complete the project.
- RISK MANAGEMENT, EVALUATION AND CLOSURE
In this section, various risks that might cause the delay of the project are highlighted together with the effective measures and response towards them..
The project may however face various varying constraints such as cost, quality between expected and actual event and as well as variation of time. Therefore, the slack activities should be closely to reduce time and cost. It is important to conduct cost analysis to determine whether there is over expenditure or under expenditure in the project. On the time analysis, the critical path should be closely monitored to determine whether the project is on the schedule.
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