Appendix 1

Manager Networks – Conference Plan Brief

The following information reflects notes from the senior management team about the proposed
conference.

Conference purpose, style and outcomes

• Purpose of the conference: to provide a conference that focuses on leadership skills,
knowledge and trends.
• Desired outcomes: promote Management Networks, provide professional development
for members.
• Conference theme: cutting edge leadership topics
• Conference style: formal with a balance of conference elements to ensure that
outcomes are achieved. Conference is to be a one-day event and include at least one
key-note speaker, four sessions and breaks. Timing is 9 am to 4 pm.

Venue
• Conference facilities: requires a centrally located venue in Brisbane that has a
conference room that can accommodate up to 150 people. Also want to accommodate
staff and speakers there so will need to be rooms for speakers either within the
conference venue or in nearby hotels. Accommodation for approximately 20 people.
• Venues must be able to provide required conference equipment. Need to be able to
access audio-visual equipment including microphones, projectors and screens for
projecting. Also need lecterns and an electronic whiteboard.
• Conference catering should be on-site and include a high-quality morning tea, lunch and
afternoon tea.
• Use a web site such as https://www.ivvy.com/ to calculate price

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Draft conference program
The conference program must include key sessions with timing included based on the timing
advised in the meeting plus the number of speakers.

The program must also reflect, as required, a balance of conference elements e.g. networking
sessions mixed with formal sessions. Frequent breaks.

Recommended speakers
• Speakers: should be well-known. Focus on Australian speakers with maximum one
international speaker.
• Arrange 5 speakers, fees to be paid - $2,000 per speakers plus travel costs depending on
their location.

Participant profile
Target participant group is managers in all industries.

Proposed budget allocation and timeline

• Budget: Projected numbers will be 150 people and want to make at least 50% profit
after costs. Registration costs should be determined based on this. The student will need
to develop a preliminary budget based on estimated costs and proposed registration
fees. This will include identifying all the possible expense and estimated costs and then
calculating the registration fee required to make at least 50% profit.
• Budget variances of up to 5% can be accommodated but must be reported.
• Timelines: conference to be conducted six months from day of meeting.
• Conference timing: not during school holidays or on weekends.

Project terms for reporting

See abbreviations list below:

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 Name (Abbreviation) Formula Interpretation
Number of N(N – 1) / 2 N = number of member in the team
Communication N should include the Project Manager
Channels
If the number of team members increases from 4 to 5
the increase in communication channels is calculated
as:

(5(5 - 1) / 2) – (4(4 - 1) / 2) = 4
Schedule Performance SPI = EV / PV Where:
Index (SPI) EV = Earned Value
PV = Planned Value

< 1 Behind Schedule

= 1 On Schedule
> 1 Ahead of Schedule
Cost Performance Index CPI = EV / AC Where:
(CPI) EV = Earned Value
AC = Actual Cost

The term ‘cumulative CPI’ is the actual CPI up to that

moment.

< 1 Over Budget

= 1 On Budget
> 1 Under Budget
Schedule Variance (SV) SV = EV - PV Where:
EV = Earned Value
PV = Planned Value

< 0 Behind Schedule

= 0 On Schedule
> 0 Ahead of Schedule
Cost Variance (CV) CV = EV - AC Where:
EV = Earned Value
AC = Actual Cost

< 0 Over Budget

= 0 On Budget
> 0 Within Budget
Estimate at Completion EAC = AC + New ETC Where:
(EAC) AC = Actual Cost
If original is flawed New ETC = New Estimate to Completion

If the original estimate is based on wrong

data/assumptions or circumstance have changed

Estimate at Completion EAC = AC + BAC - EV Where:

(EAC) AC = Actual Cost
If BAC remains the same BAC = Budget at Completion
EV = Earned Value

The variance is caused by a one-time event and is not

likely to occur again.
Estimate at Completion EAC = BAC / CPI Where:
(EAC) BAC = Budget at Completion

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