This slide showed a real project planning of a conference regarding understanding the security of Nuclear Reaction in Niigata Prefecture in Japan.

1. IUJ’S GLOBAL RISK MANAGEMENT CONFERENCE
NIIGATA,
18 - 20 MAY 2016 1
2B4014
2B4029
2B4030
2B4049
2B4055
2B4059
2B4062
2B5031
Buranaosot, Natthaporn
Mathenge, Jacquiline Njoki
Meng, Vandeth
Teerakanok, Kan
Yahya, Yacob
Yem, Socheath
Diaby, Korotoum
Koanchuon, Vichet

2. 2
THE PROJECT IS OWNED BY
CO-SPONSORED BY
MEDIA PARTNERS

3. 3
PRESENTATION AGENDA

4. 4
Prior to Fukushima disaster in 2011, there were two earthquakes occurring in Niigata, in 2004
(on-shore 6.8 quake) and 2007 (offshore 6.6 quake), and they made several nuclear power
plant units shut down temporarily. The disaster will probably take place in the future.
The nuclear plant must be safe from risks triggered by natural disasters and human errors.
BACKGROUND

5. 1.
OBJECTIVE
5

6. PROJECT OBJECTIVE
“To successfully organize and arrange
Global Risk Management Conference in
Niigata in order to elaborate the
significance of project management for
the critical business.”
6

7. 2.
PROJECT SCOPE
7

8. SCOPE : PROJECT SCOPE STATEMENT
Product Justification and Description:
GRM is to enlighten the importance of project management
for the critical business
Product Acceptance Criteria:
1. Completed project master plan
2. Organizes, arranges and conducts the conference successfully
3. Conference is delivered within the time and budget constraints
4. Compliance to customer’s specifications
5. 90 % customer satisfaction is achieved and measured through survey
Deliverables:
1. A Project Master Plan
2. A Global Risk Management Conference
3. Summary Bulletins 8

9. Exclusions:
Non-government and private companies
Constraints:
1. Budget Constraints: Government budget is limited and the financial plan has to mention
the project cost, revenues, the conference fee and other financial elements in detail
2. Cost and Profit Constraints: Conference entry fee must be less than $US200 and the profit
ratio should be in the range of 5% to 10%
3. Time Constraints: The conference will be conducted between May 18th - 20th 2016
Assumptions:
1. 3,000 individuals and more than 120 companies are anticipated
2. All invited participants attend the conference
3. National holidays are excluded from project working days
4. All stakeholders do the follow-up for conference’s conclusions and recommendations, in
order to sustain the post-conference project impacts 9
SCOPE : PROJECT SCOPE STATEMENT(cont.)

10. 10
SCOPE : CONFERENCE AGENDA
Time Day 1 (Wed, 18 May) Day 2 (Thu, 19 May) Day 3 (Fri, 20 May)
09:00 - 09:30 Registration Exhibition opening by METI & JICA Officials Safety in disaster situation simulation by Kashiwazaki
Kariwa Nuclear Power Plant Team at Exhibition Hall
09:30 - 10:00 Conference opening Introducing exhibition participants (50 tenants)
(Exhibition is held at Exhibition Hall, on 19-20 May, at
09:00-13:00)
12 Seminars at:
1 large size room with 1,000 capacity and partitioned into 2
rooms (@2 speakers)
10 medium size rooms with 200 capacity (@1 speaker)
10:00 - 10:30 Press conference
10:30 - 10:45 Keynote address: Niigata Prefecture Governor Keynote address: PMAJ President Mini break
10:45 - 11:00 Panel Discussion III (3 speakers from universities)
“Academics & Research Contribution in Global Risk
Management”11:00 - 11:15 Mini break
11:15 - 11:30 Network meeting Network meeting
11:30 - 12:00
12:00 - 13:00 Lunch break
13:00 - 13:30 12 Seminars at:
1 large size room with 1,000 capacity and partitioned into 2
rooms (@2 speakers)
10 medium size rooms with 200 capacity (@1 speaker)
12 Seminars at:
1 large size room with 1,000 capacity and partitioned into 2
rooms (@2 speakers)
10 medium size rooms with 200 capacity (@1 speaker)
Network meeting
13:30 - 14:00
14:00 - 14:30 Feedback and review session
14:30 - 14:45 Mini break
14:45 - 15:00 Panel Discussion I (3 speakers from Government)
“Honing Government Policy in Global Risk Management”
Panel Discussion II (3 speakers from experienced project
management practitioners)
“Project Management Role in Global Community”15:00 - 15:30 Press conference
15:30 - 16:00 Event closing

11. SCOPE :
PROJECT MILESTONES
Nov Dec-15 Jan-16 Feb May
Today
30
D-days
conference
18-20
Project kickoff
Primary
contractor
selection
11-18
RFP
submitting
19
MPP presentation
Internal review II
02/01 - 05/09
Internal review I
12/24 - 01/15
MPP dev. 11/20 – 12/09
RFP submitting 11/19
Closing review
Primary contractor
selection
Project kickoff
Conference
Detail project plan dev.
Final project plan review
Fortnightly progress review
Final progress review
11/26
12/03
12/10
12/11 – 18
12/23
01/20
05/16
05/18 - 20
05/30
23
Final project
plan review
20 Final progress
review
16
Closing
review
11

12. 12
SCOPE : WORK BREAKDOWN STRUCTURE

13. 13
SCOPE : WORK BREAKDOWN STRUCTURE(cont.)

14. 3.
PROJECT SCHEDULE
14

15. 15for detailed MS Project file, please click on here
SCOPE : PROJECT SCHEDULE (GANTT CHART)
D1
D2
D3

16. 4.
QUALITY
16

17. 17
Criteria Achievement Indicator Measurement Tool & Method
Increased participant’s
awareness & knowledge
Participant’s awareness and knowledge have increased at least by
20% after joining the conference
Result comparison between:
1. Baseline survey (pre-conference)
2. Post-conference survey
Participant’s satisfaction The participants are satisfied with aggregative average number at
least 4.5 of 5 scale (1=very dissatisfied, 5=very satisfied)
Survey on
1. guest speaker’s capability
2. project team’s readiness & responsiveness
3. content & agenda
4. venue quality
5. exhibition
6. other feedbacks
Guest speaker’s satisfaction The guest speakers are satisfied with the aggregative average
number at least 4.5 of 5 scale (1=very dissatisfied, 5=very satisfied)
Survey on
1. participant enthusiasm
2. project team’s readiness & responsiveness
3. content & agenda
4. venue quality
5. other feedbacks
Profitability Fulfill cost and profit constraint, 5% - 10% profit with reasonable
ticket price
Financial report
Media coverage Media partners cover the event in order to raise public awareness
and public opinion
Publicity (news) clipping and documentation
Venue management quality The venue management meets quality requirement of both the
organisers and the participants
1. Checklists:
a. preparedness
b. cleanliness
c. security
d. other aspects, and connect it to
participant’s and guest speaker’s
satisfaction survey
2. Food and beverage testing before being served
QUALITY : QUALITY CRITERIA

18. 18
QUALITY : COST AND BENEFIT ANALYSIS
Intangible or non-monetary benefits which participants will achieve after
joining the conference:
Intangible Benefit Objectively Verifiable
Indicator
Quantified Benefit
Illustration
Measurement Method Important
assumptions
Improved knowledge and
awareness regarding risk
management
Knowledge and awareness
enlightenment by 20% a year
after the conference
By improving by 20%
knowledge, each individual
participant can enjoy ROI $32
of $160 conference entry fee
Comparing result between:
1. baseline survey (pre-
conference)
2. post-conference survey:
a. do participants
improve their
knowledge?
b. do they implement
new knowledge?
participants continuously
implement new knowledge
obtained from the
conference
Decreased risk Participants can lessen risk
relating to their business by a
year after the conference
By mitigating 10% risk using
new knowledge obtained
from the conference, the
participant could reduce cost
by 10%
Financial report, particularly
operational cost account
participants continuously
implement conference
recommendations
Brand awareness and
potentially new
customers
Participants can achieve new
customers from new
networks possessed from the
conference by a year after the
conference
By obtaining new networks of
20% of more than 3,000 total
participants, every participant
can collect 600 potentially
new customers; from the
potential customers,
participant may grab realized
10% new customers or 60
clients
List of new network and list of
realized new clients from the
network
1. participants enlarge
their connection by
thoroughly join the
event, particularly
network meetings
and exhibition
2. participants keep
maintaining and
communicating with
new counterparts

19. Project Quality Plan
Estimated revenue No. of participants Fees charged (USD) Total (USD) %
Individuals 3,000 160 480,000
Companies 120 400 48,000
Total revenue 528,000
Costs
Estimated Total Project Cost (US$) 487,788
Benefits
Estimated Project Profits (US$) 40,212
Other non-monetary benefits 20% of the fees 105,600
Total benefits 633,600
Cost-Benefit Analysis Ratio 1:1.299
Profits as a percentage of revenue 0.076160 7.62%
19
QUALITY : PROFITABILITY ASPECT

20. 5.
ORGANIZATION AND
HUMAN RESOURCES
20

21. 21
HR : PROJECT ORGANIZATION CHART
Project Sponsors
Project Executive
Jay Rajasekera (IUJ)
Project Director
Yuichi Naito (IUJ)
Project Accounting
Manager
(Korotoum Diaby)
Project Human
Resource Manager
(Yem, Socheath)
Project Operation
Manager
(Meng, Vandeth)
Procurement Officer
(Teerakanok, Kan)
Project Team Project Team
Team
members
3
Team
members
3
Team
members
3
Team
members
3
Team
members
3
Team
members
3
Team
members
3
Team
members
3
Logistic Officer
(Buranaosot, Natthaporn)
IT Staff
3
Logistic
Staff
3
Project Manager
Yacob Yahya (MPC)

22. Sponsor
Project
Executive
Project
Director
Project
Functional
Manager
Project Staff
Project Planning C/I A R C/I C/I
Financing And budgeting A A/C A/C R I
Resources Management I R A/C A/C I
Logistic and inventory I C/I C/I R I
Submitting change
requests
C/I R A R I
Human resources
development
I C/I C/I R C/I
R = Responsible , A = Accountable, C = Consulted, I = Informed
Responder
Activity
22
HR : RACI MATRIX

23. 6.
COMMUNICATION
& STAKEHOLDERS
23

24. 24
STAKEHOLDER : STAKEHOLDER CHART

25. Stakeholder
Impact
(how much
does the
project
impact them)
Influence
(How much
influence do
they have
over the
project)
What is importance
to the stakeholder?
How could the
stakeholder contribute
to the project?
How could the
stakeholder block the
project?
Strategy for engaging
the stakeholder
Project
Sponsor
High High Regional secure
sustainability
Budgeting Protesting/leaving the
project
Inform/involve them in the
project
Participants High High Awareness and
knowledge regarding
project risk management;
company promotion via
exhibition
Participate the conference,
pay fee, and supply
feedbacks
Cancel participation and do
not pay fee
Marketing and promotion
strategy
Project
Executive
High High Maximizing the quality
of project
Communicating and
consulting among other
stakeholder about project
Any complaint and
dissatisfaction about the
project process
Internal and external
communication
Project
Director
High High Leveraging the
resource efficiently and
effectively
Consulting and approving
the project process.
Disagree with any
processes or activities
Internal meeting and
project process informing
Project
Manager
High High Managing the project
tasks effectively
appointing working
package to the functional
managers
Disagree with the result
or progress of project
update information for
them and direct meeting
25
STAKEHOLDER : STAKEHOLDER ANALYSIS MATRIX

26. Stakeholder
Impact
(how much
does the
project
impact them)
Influence
(How much
influence do
they have over
the project)
What is importance
to the stakeholder?
How could the
stakeholder contribute
to the project?
How could the
stakeholder block the
project?
Strategy for engaging
the stakeholder
Guest
speakers
Medium High Experience and reputation Deliver material and paper,
shape participant’s
awareness
Refuse or cancel
participation
Send clear guideline and
term of reference
Project
Functional
Manager
Medium Medium Complete the assigned
task
Leading and managing
and controlling their team
member to success the
functional task
Stop the process and
recheck if any issue
occur
frequently meeting and
asking for project process
updating
Media partners Low High Source of news and
advertisement revenue
Publish reportage, opinion,
and advertisement regarding
the conference
Do not cover the event;
publish bad news about the
event
Supply appealing press
release, reportage facilitation
(media center & presscon),
accessible resources
Venue
management
Low High Revenue and reputation Provide venue with excellent
ambience & facilities
Can not provide appropriate
venue
Emphasize conference
importance, keep
coordination
Project Staff Low High completing the assigned
task
Utilizing their skill and
expertise
Protesting/leaving the
project
training, involving and
internal meeting
26
STAKEHOLDER : STAKEHOLDER ANALYSIS MATRIX
(cont.)

27. Audience Information Method Frequency Person in charge
Owner and Co-
sponsors
Project announcement e-mail, fax, hardcopy document Weekly Team leaders
Project teams Team meeting meeting notification Daily Team members
Project team,
Owner, and Co-
sponsors
Team meeting, meeting minute e-mail, fax, teleconference Weekly Team leaders
Participants Conference agenda, speaker’s
papers
website, social media, e-mail, fax,
invitation
a week before conference; d-
days (for distributing papers)
Project manager
Participants among
themselves
Networking Network meetings Conference d-days Team members
Guest speakers Conference agenda, term of
reference (paper writing
guidance)
website, email, fax, invitation A month before conference;
D-day - 1 (for receiving paper)
Project manager
Mass media Press release, contact person,
speaker’s articles, event
advertisement
website, social media, email, fax,
reportage invitation and kits, press
conference, door-stop or
telephone interview
A month before D-day (initial
ads), a week before D-day
(reportage invitation), daily on
D-days (press release, press
conference, interview)
Project manager
Owner and Co-
sponsors
Project implementation and
monitoring
meeting, teleconference Monthly Project manager
Project manager Feedback from stakeholders email, fax, telephone
conversation, teleconference
Monthly Owner, co-sponsors
27
COMMUNICATION : COMMUNICATION PLAN

28. 28
COMMUNICATION : PROJECT MEETING PLAN(cont.)

29. 7.
PROJECT RISK
29

30. 30
RISK : PROJECT RISK ANALYSIS
Risk Description
Occurrence
Likelihood
(Probability)
Impact
(Probability)
Degree of
Risk
Exposure
Risk Management Plan
Response
Strategy
Delay Schedule
Delay of speaker
selection
High Very High High Priority Find the guest speakers when the project start
Sign contract with them when the schedule is ready.
Transfer
Supporting system
development
Identify the IT system needed
Acquire, or build it or Outsourcing, select the one that fit with our project
Transfer
Staff acquisition Identify the amount of staff needed for the project accurately
Select the staff with work experiences to work efficiency on
Monitor and provide training if necessary
Transfer
Subcontractor delays Monitor work and ask subcontractor reports daily
Sign contract
Transfer
Supplier delays Monitor work and ask subcontractor reports daily
Sign contract
Transfer
Climate or weather
problem
Prepare an emergency plan for quickly evacuation in case of natural disaster
Contact Japan Meteorological Agency to alert us in advance in case there have natural disaster
Mitigate/
Accept
Terrorist Attack or Security Problem High Very High Contact with the government for notice about the security Avoid
Guest speaker’s cancellation Low High Ask to the guest speaker confirmation to confirm or signed contract about availability in the conference, or if cancellation occurs inform 2 week before Transfer
Delay on logistics Low Medium Follow up the suppliers to make sure everything are ready before the conference started. And we have to make contract with them. Transfer
Over costing more than the budget allocated Low Medium The budget is limited. Thus, We will calculate the budget accurately and keep the margin to response if the over costing happens. Transfer
Equipment problems (Computers, Projectors,
printers)
Low Medium Put IT staff to handle the problem during the conference Transfer
Lack of funding Low Medium Ask sponsors for more support like from JICA, METI financial support, Niigata prefecture office and PMAJ Avoid
Lack of participants Low Medium Marketing team should define advertising strategy to guarantee that at least the pre-registration of 3000 general participants, and 120 companies by:
- More advertising: Online, TV, and Newspaper
- Invite the famous guest speakers to the conference
- High participation of Project Management Association of Japan
Avoid
Natural disaster (Storm, earthquake, heavy
rain, flood)
Very Low High Low Priority Prepare an emergency plan for quickly evacuation in case of natural disaster
Contact Japan Meteorological Agency to alert us in advance in case there have natural disaster
Accept

31. 8.
PROCUREMENT
31

32. Name Contract Description Period of
Performance
Unit Cost
per Unit
Total
Cost
Person in
Charge
Supplier Contract
Type
Food and
Accommodation
Provide food and accommodation 18 - 20 May 2016 3 days 3,120 participants
2 days 50 tenants
51 guest speakers
$ 30
$ 40
$ 10
$ 96,110 Project
Manager
Catering Fixed
Price
Venue Place to conduct seminar: a
convention center with minimum
capacity of 4,000 in Niigata
18 - 20 May 2016 1 large room 3 days
10 medium rooms 3 days
exhibition hall 2 days
$ 2,000
$ 500
$ 2,500
$ 26,000 Procuremen
t officer
Hotel or
Convention
Hall
Fixed
Price
Public Release Notify public about our conference 1 April - 20 May
2016
- - $ 500 Procuremen
t officer
Mass
media
Fixed
Price
Guest Speaker Invited to speak during seminar to
give an insight information.
$ 500 fee for delivering materials
$ 160 lump-sum transportation
allowance to-from Niigata
18 - 20 May 2016 48 people $ 660 $ 31,680 Procuremen
t officer
Guest
speaker
Fixed
Price
Handout Print handout for participants 10 - 17 May 2016 4 booklets for
@participant
3,120 participants
$ 8 $ 99,840 Project
Manager
Printing
company
Fixed
Price
Summary
bulletin
Summarize seminar for each
participant and two for
Government
30 May 2016 3,120 participants
2 for Govt
$ 10 $ 31,220 Project
Operation
Manager
Printing
company
Fixed
Price
Resource Person Invite and confirm the participants 18 - 25 April 2016 3 days $ 100 $ 300 Procuremen
t officer
Resource
person
Fixed
Price
Security Provide security during conference
day
18 - 20 May 2016 3 days $ 1,000 $ 3,000 Project
Operation
Manager
Security
guard
service
Fixed
Price
32
PROCUREMENT : MANAGEMENT PLAN

33. 9.
PROJECT COST
33

34. Based on our cost and profit constraints, we will charge Individuals
$160USD and companies will be charged $400USD (including exhibition
participation).
34
COST : REVENUE ESTIMATION

35. 35
COST : COST ESTIMATION

36. 36
COST : COST ESTIMATION(cont.)
for detailed, please click on here

37. お疲れ 様 でした。
Any questions?
37

38. PROJECT SCOPE
“To ensure the availability and effective
management of the resources in order to
achieve valuable outcome for the global
risk management conference.”
38

39. Time Day 1 (Wed, 18 May) Day 2 (Thu, 19 May) Day 3 (Fri, 20 May)
09:00 - 09:30 Registration Exhibition opening by METI & JICA Officials Seminar
at Room A
(2 speakers)
Seminar
at Room B
(2 speakers)
Seminar
at Room C
(2 speakers)09:30 - 10:00 Conference opening Introducing exhibition participants (50 tenants)
(Exhibition is held at Exhibition Hall, on 19-20
May, at 09:30-14:30)10:00 - 10:30 Press conference
10:30 - 10:45 Keynote address: Niigata Prefecture Governor Keynote address: PMAJ President Mini break
10:45 - 11:00 Panel Discussion III (3 speakers from universities)
“Academics & Research Contribution in Nuclear
Sector Risk Management”11:00 - 11:15 Mini break
11:15 - 11:30 Seminar
at Room A
(1 speaker)
Seminar
at Room B
(1 speaker)
Seminar
at Room C
(1 speaker)
Network meeting
11:30 - 12:00
12:00 - 13:00 Lunch break
13:00 - 13:30 Seminar
at Room A
(2 speakers)
Seminar
at Room B
(2 speakers)
Seminar
at Room C
(2 speakers)
Seminar
at Room A
(2 speakers)
Seminar
at Room B
(2 speakers)
Seminar
at Room C
(2 speakers)
Network meeting
13:30 - 14:00
14:00 - 14:30 Feedback and review session
14:30 - 14:45 Mini break
14:45 - 15:00 Panel Discussion I (3 speakers from Government)
“Honing Government Policy in Nuclear Sector Risk
Management”
Panel Discussion II (3 speakers from
experienced project management practitioners)
“Project Management Role in Nuclear Sector”15:00 - 15:30 Press conference
15:30 - 16:00 Event closing 39
SCOPE : CONFERENCE AGENDA

40. 40for detailed MS Project file, please click on here
SCOPE : PROJECT SCHEDULE (GANTT CHART)
D1
D2
D3

41. 41
Number of Stakeholders = 12 parties
Required potential communication channels = N*(N-1)/2 = 12*11/2 = 66
STAKEHOLDER : STAKEHOLDER CHART

42. PUBLIC HOLIDAYS
EXCLUDED FROM THE PROJECT WORKING DAYS
Date Public Holiday
2015 Nov 23 Labor Thanksgiving Day
Dec 23 The Emperor’s Birthday
2016 Jan 01 New Year’s Day
Jan 11 Coming of Age Day
Feb 11 National Foundation Day
Mar 21 Vernal Equinox Day
Apr 29 Showa Day
May 03 Constitution Memorial Day
May 04 Greenery Day
May 05 Children’s Day
42

43. Plan
● Working with third parties and primary supplier.
● Statement of Work
○ Scope of Work
■ Risk Management on Niigata Kashiwazaki-Kariha nuclear power
plant.
■ To enlighten the importance of project management for the critical
business.
○ Location
■ Workplace: MPC office
■ Conference location: a convention center with minimum capacity of
4,000 in Niigata
○ Period of performance
■ Nov 20 - Dec 9, 2015
○ Deliverable schedule
■ Refer to Project Schedule part
○ Acceptance criteria
■ All the objectives must be delivered on time with satisfactory results.
○ Special requirement
■ Third parties must have experience on risk management.
43
PROCUREMENT : PLAN

44. Conduct (Seller proposal)
● Seller must make a proposal, including capacity, delivery, costs,
technical expertise, etc.
● Benchmark
○ Cost
○ Number of expertise
○ Capabilities
Control
● Set weekly objectives
● Weekly work performance reports
○ What has been done
○ Completion of weekly objectives
○ Cost spent
○ Time spent on each assignment
● Assign supervisor to each work section
44
PROCUREMENT : CONDUCT AND CONTROL

45. 45
Name & Role Responsibilities Limitation
MPC’s Manager ● Request goods or service through
standardized documentation
● Approval of the purchase orders
● Co-sign purchase orders
Approve procurement worth $100,000
and above $100,000
Project operations manager Review and approval of the procurement Approve procurement below $100,000
Logistics officer Evaluating the costs and the procedures of
procurement
Maker and checker
Procurement officer Implementation of the procurement process
Create and process the procurement documents
Maker and checker
PROCUREMENT :
RESPONSIBILITY AND AUTHORITY