Question

Planning and Control. Give an example of project planning, scheduling, control and closing. Do not use examples outlined in text.

Answer 1

Project Example – Conducting a seminar in college

Planning – In this phase, a roadmap or blueprint of the seminar project is developed defining the project. Goals and objectives of the seminar are developed to finalize the seminar title like “Economic trends and opportunities”. The time, control and budget estimates are planned involving all the team members (students grouped under various teams). A project plan is developed at the end of the planning phase

Scheduling – This is the crucial stage of the project. A Work Breakdown Structure (WBS) is developed detailing the various activities of the seminar project including Venue fixing, Printing invitations, distributing invitations, logistics and transportation, catering, events organizing, fixing guest speakers, accommodating delegates from other colleges, technical equipment, hall decoration and arrangement etc. The WBS is useful in prioritizing the work activities of the seminar. In the case of the seminar, booking the venue takes top priority followed by the fixing of guest speakers in the seminar. If these two activities are finalized, then invitation and brochure printing activity could be proceeded by mentioning the venue, chief guest and guest speakers of the seminar. After invitation printing, invitation distribution follows with the follow up of confirming the number of delegates from various colleges. This activity is followed by arranging the logistics and accommodation of the delegates along with finalizing the catering contract depending on the expected number of delegates from various colleges. Before the day of the seminar, hall arrangements, technical equipment and other decoration works are carried out. Finally, on the day of the seminar, welcoming chief guests, guest speakers and delegates with registering their names and seat arrangement is done and the planned activities of the seminar as printed in the invitation brochure are carried out

Control – In this stage, milestones are developed to monitor the project progress with clear communication among the team members. Some of the milestones are the completion of invitation printing, completion of seminar invitation distribution within the deadline, booking the venue for the seminar, finalizing catering menu and contractor, Hall arrangement within the schedule etc. If any alterations or deviations occur in the WBS, the corrective action is taken to align the project back in schedule. Finally, the project is closed felicitating the guest speakers and thanksgiving speeches followed with a celebration event in the evening entertaining the guests and delegates followed by dinner