Climate Conference: Organizing Change Event.

Climate Conference Case Study - Organizing a Climate Change Conference

Task

Instructions on how to complete

This is not an academic essay, so you do not need to include references
Please use the models and templates discussed in the course
To pass the assignment you must use GanttProject to develop the schedule
Please make sure the models and templates are legible. This may require some manipulation and perhaps the consideration of using landscape mode
Read the case study carefully. All the information you need is in the case study

Read the case study provided below and complete the following:

Identify four deliverables
Develop a work breakdown structure
Using GanttProject, develop a schedule. Include milestones, predecessors, and resources.
Develop a budget
Develop a risk log with a minimum of two project specific risks
Develop a governance model

There is no specific word count. Please use the models and templates that have been discussed in the course.

Climate Conference Case Study

This case study has been created for the purpose of the exercise.

The University would like to organise a climate change conference. The intended invitees would include students, academics, interested parties, governments, and activists. The Adam Smith Business School Management Committee (ASBSMC) is hosting the conference. The committee is made up of the following people:

Chair: Anna Williams

Committee: Alex O’Neil, James Smith, Peter Jones and Amy Black

The sponsor of the conference, Anna Williams, will also chair the project board. The ASBSMC committee members have all agreed to be on the project board.

Unlike most projects, there is no business case. Instead, the chairperson has sent you an e-mail with the following dot points:

The conference will run for one day on 1^stJune 2022.
500 people will attend
She has asked you to develop a budget as part of the planning process. You do not need to consider profit and loss. The budget just needs to include costs for the project activities and the project team.
You have access to three resources. Mary is a marketing specialist. She is available for 20 hours every week at a cost of £50 per hour. John is an IT specialist, and he is available for 20 hours every week at a cost of £60 per hour. Sophie is an administration specialist, and she is available for 30 hours every week at a cost of £40 per hour. You need to estimate how many hours each week you will need these resources. Additionally your hourly rate is £80 per hour, and you will need to estimate how many hours you will need to work on the project.
Bute Hall, the largest venue in the University will be provided at no cost. This is where the conference will take place and participants will take all refreshments and meals.
The speakers and the timetable are out of scope, but you will need to consider having team members at the conference to assist with activities
All delegates will register online and pay their fees upfront. The university does not currently have a system to do this.
Delegates will collect their conference packs on arrival and pick up a printed badge that shows their name and university/college. The badge will act as their meal ticket and enable them to access the venue.
The conference pack includes a reusable canvas tote bag, branded with the conference logo, a reusable water bottle, a pen, and a notepad.
Delegates will need drinks on arrival, lunch, and afternoon tea.
End-of-day cleaning will be required.
The project activities need to include marketing.

Your first step is to clarify the scope. You make an appointment to meet with Anna.

Your question: You mention Bute Hall as the venue. Can I confirm that is free to use?

A: Yes, that is correct, although the university is now looking at closing down the campus sometime in the summer for some deep cleaning!

Your question: You also mention that the ASBSMC will organise all the speakers and deal with their associated travel and costs, so this is not in scope. They will also organise the timetable for the day. Can I confirm this is the case?

A: Yes, that is correct

Your question: You have set a limit of 500 people attending the conference – is that due to the number of people allowed in Bute Hall? Does that include the speakers and staff?

A: Yes, the university only allows 500 people inside the venue - so I think we limit conference attendees to 480 and allow 20 places for speakers, the caterers, and staff.

Your question: You state that all delegates will have to register online for the conference and pay their fees upfront. The university doesn’t currently have a system to do this. Can I confirm you are asking me to identify a solution to enable delegates to register and pay on-line?

A: Yes, I am

Your question: There is a company called ON-line Today that I have used before. They charge £4 per delegate for the on-line registration. This would be much easier that installing our own on-line registration system – are you Ok if I use this company to do our registration for us.

Question

A: Yes, I am – sounds like a great solution

Your question: About the delegates packs…. you say delegates will collect their conference packs on arrival and pick up a printed badge showing their name and university/college. The badge will act as their meal ticket and enable them to access the venue. The conference pack includes a reusable canvas tote bag, branded with the conference logo, a reusable water bottle, a pen, and notepad. I have been to the university gift shop, and they can supply everything you have listed as a total package for £20 per delegate. The badge will be plastic on a lanyard, and we will insert a name tag into it. The canvas tote bag is blue, measuring 20 inches x 20 inches and made out of cotton. The water bottle is a 500ml clear plastic bottle with the university logo printed two inches high on the front. The pen is six inches long, blue, and will be a biro. The note pad will have the conference details on the front, made out of recycled paper, contain 20, A4 sheets. The project team will need to put everything together – each component will come separately. Is this what you had in mind?

A: That sounds really good – I have seen some of the things that are sold in the university gift shop and am happy with the quality.

Your question: You have said the delegates will need drinks on arrival, lunch, and afternoon tea. This is in the scope of the project. What did you have in mind?

A: I thought just tea and coffee on arrival, a cake or something nice for morning tea and afternoon tea, and perhaps a buffet for lunch?

Your question: The university catering department can cater for conferences. They do a one-day catering menu with much of what you have just mentioned for £20 per person. Would you be happy for them to cater?

A: Yes, go ahead with that. I went to a conference last week that they catered for, and the food was lovely.

Your question: You said there would be some cleaning up tasks at the end of the day which you wanted to include in the scope of the project?

A: I did, but I have since changed that requirement as the regular cleaning staff will now do that. Can you please remove it from the scope of the project?

Instructions on how to complete

Your question: You said the conference would run on the 1^st of June, why did you choose that date?

A: I was worried about the covid restrictions. I was hoping travel restrictions would have been lifted by then, I still don’t know if the covid restrictions in other countries will affect the number of people attending.

Your question: You have said that marketing activities need to be included in the project. I can use Mary, who is a marketing specialist, to take responsibility for the marketing activities. This should be an easy conference to market. I suggest three months before the conference starts, Mary promotes the conference on the university Facebook page, puts the details on the university web page, and sends some flyers to other universities in the UK. She can then monitor how many people have bought tickets and let you know how the marketing is going... I suspect the tickets will be sold out quickly – climate change is very topical at the moment!

A: Sounds good to me – thank you

The assessment also comes with some tips on how to best complete it and outlines what is expected. During the course, there is plenty of opportunity to practice what you have learned. Provided you complete the course activities and share your answers on the forums, you will have received feedback on your work.

Develop and evaluate project plans on the basis of timing, cost and risk
Obtain a basic understanding of the project management process and how this is applied in the workplace

A holistic rubric provides a list of assessment criteria together with broad description of the characteristics that would be expected for each level of grade.

Criteria	Excellent	Very Good	Good	Satisfactory	Weak
Readability, clarity of content, presentation	Employs words with fluency and clarity. Demonstrates an excellent understanding of the purpose of the document and its intended audience. Excellent use of grammar. High quality lay-out and readability Free of punctuation, spelling and capitalisation errors	Employs words with fluency and clarity. Demonstrates a high level of understanding of the purpose of the document and its intended audience. Very good use of grammar. Very good layout and readability. Free of punctuation, spelling, and capitalisation errors	Employs words with fluency and clarity. Demonstrates a satisfactory understanding of the purpose of the document and its intended audience. Good use of grammar. Good lay-out and readability. Very small number of punctuation, spelling, and capitalisation errors	Employs words with fluency and clarity. Demonstrates a reasonable understanding of the purpose of the document and its intended audience. Good use of grammar. Acceptable lay-out and readability. Minor punctuation, spelling and capitalisation errors	Employs words with limited fluency and clarity. Demonstrates limited understanding of the purpose of the document and its intended audience. Poor use of grammar. Confused lay-out and readability. Significant number of punctuation, spelling and capitalisation errors.
Structure and organisation of document	Excellent structure, well organised, sections well developed and linked Develops ideas cogently . Excellent organisation of content in a logical manner and connects effective transitions	Very good structure, well organised, sections well developed and linked Develops ideas cogently . Very good organisation of content in a logical manner and connects effective transitions	Good structure, well organised, sections well developed and linked Develops ideas cogently . Good Organisation of content in a logical manner and connects effective transitions	Acceptable structure, well organised, sections well developed and linked Develops ideas cogently . Acceptable Organisation of content in a logical manner and connects effective transitions	Little indication of the development of cogent ideas. Poor Organisation of content in a logical manner and no connection of effective transitions
Inclusion of all relevant models and diagrams	Demonstrates excellent use of models and diagrams to clarify content Diagrams clearly designed, legible and named	Demonstrates very good use of models and diagrams to clarify content Diagrams clearly designed, legible and named	Demonstrates good use of models and diagrams to provide clarity of content Diagrams clearly designed, legible and named	Demonstrates acceptable use of models and diagrams to clarify content Some unclear, poorly designed, illegible and unnamed	Poor use of diagrams. Diagrams unclear and unnamed. Poor use of diagrams and models within the document

Generic (class-level) feedback and grade profiles will normally be posted on Moodle.

Students can contact academic staff during normal office hours for additional feedback on their work.

Please use this file naming convention: StudentID_CourseCode_QuestionNo e.g. (student number)_MGT4017_1
The file type must be .doc, .docx, or .pdf.
Include your student ID in your document, ideally in the header on each page with the course code and title,
The maximum file size limit on Moodle is 230MB

Use a Sans Serif font in black, e.g. Arial, Avant Garde, Calibri, Helvetica and Geneva.
Use font size 12.
Add page numbers.

You must adhere to the University’s rules regarding plagiarism which are based on the premise that ‘all work submitted by students for assessment is accepted on the understanding that it is the student's own effort’. More specifically, you must avoid plagiarism in the following forms:

Copying from sources without ‘formal and proper acknowledgement’
Inappropriate collaboration – working with other students to produce individual coursework or copying work produced by another student
Submitting work which you have obtained from another source, e.g. an essay mill
Self-plagiarism – basing coursework on work that has already been submitted for assessment purposes.

For advice and more information, please consult:

LEADS web pages
University Plagiarism Statement

Note that your coursework will be processed through Turnitin for similarity checking. You can submit a draft of your coursework to Turnitin before submitting your final copy. You will find information about using Turnitin in the Student Information Point Moodle.

You must submit in accordance with the stated time and date on page 1. If you would like to apply for an extension, please contact the course administration team who will consider your request. Their email can be found on the Moodle page.

Please follow the steps listed below:

Check your spelling and grammar using the inbuilt tool on your device.
Check your file name (see above).
Check that you have used an accepted file type (see above).

You will upload your document to the designated section of the Moodle course, which will be clearly signposted.
Try to upload your document at least 30 minutes before the deadline (page 1) in case you encounter any technical issues. You will be able to resubmit the document as often as you like until the submission deadline.
Complete the Declaration of Originality (see below).

When you upload your coursework on Moodle, you will be required to select a checkbox to confirm that you agree with the University’s Declaration of Originality which applies to all academic work, as follows.

I confirm that this assignment is my own work and I have:

Read and understood the guidance on plagiarism provided on the Student Information Point Moodle course including the University of Glasgow Statement on Plagiarism.
Provided the sources for all tables, figures, data etc. that are not my own work.
Not made use of the work of any other student(s) past or present without acknowledgement. This includes any of my own work, that has previously, or concurrently, been submitted for assessment, either at this or any other institution, including school.
Not sought or used the services of any professional agencies to produce this work.
In addition, I understand that any false claim in respect of this work will result in disciplinary action in accordance with University regulations.

Please refer to the course Moodle site for relevant information.

In the absence of good cause, late submission penalties will be applied as explained on the course Moodle site.

If you have any questions about this assignment briefing, please read it carefully again to ensure you fully understand it.

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