Ducks Unlimited Keystone Conference: Initial Planning

Ducks Unlimited Keystone Conference: Initial Planning

Ducks Unlimited is one of the world's leaders in habitat conservation. Management plans to flesh-out the organization's long-term strategy for the next ten years at the upcoming Keystone Conference. The conference is scheduled to take place 21 months from now in Charlottesville, NC. This paper documents the project scope, the preliminary Work Breakdown Structure (WBS), and the recommended communication plan.

Describe the elements of scope for the project

By the definition taken from (Gray and Larson, 2009), "project objective consists of the business benefits that an organization expects to achieve as a result of spending time and exerting effort to complete a project." The project objective for Ducks Unlimited Keystone Conference can be summarized in the following statement answering the what, when, and how much:

Project Objective: The objective for this project is to stage the Keystone Conference in

Charlottesville, NC in 21 months at a cost not to exceed $1.2 million.

The deliverables can be counted as those projects that need to be completed by the teams before the conference can begin. Because the teams are working on individual projects of their choosing, the scope of these projects are not fully defined. However, we can generally anticipate that they will contribute to the overall strategy which the organization wants to have available at the conference.

Deliverables: The major deliverables that are expected throughout the life of the

Keystone project are as follows:

* Memo identifying selected venue

* List of projects to be presented

* List of project team rosters

* List of topics and presenters

* Promotional materials

* Guest register

* Agenda

Next the milestones will be the determined based on the projects selected. However, consideration needs to be given to what the actual organization of the conference will entail

Milestones

1. Select ten projects which will be presented at conference - May 1, 2012

2. Formation and briefing of ten individual project teams - May 16, 2012

3. Secure the venue - June 10, 2012

4. Initial distribution of promotional materials - June 23, 2012

5. Selection and briefing of presenters - July 1, 2012

6. Begin registration - September 16, 2012

7. Close registration - August 20, 2013

8. Finalize guest register - August 29, 2013

9. Secure transportation and accommodations - September 15, 2013

Technical Requirements

1. Venue must be able to accommodate at least 1,500 individuals.

2. Venue must have accommodations for individuals with disabilities.

3. Venue must provide lighting, audio and visual equipment.

4. Venue must have conference rooms and provide areas for exhibits, catering and Wi-Fi.

5. Venue must be open 24 hours/day.

Next the limits and exclusion provide parameters of what the scope of the project can achieve and those that are out of the scope of the project

Limits and Exclusions

1. Data for project presentations will be collected by the individual project teams.

2. Any expenses exceeding the allotment of $3,000 per team are the responsibility of the individual project team members.

3. Transportation and accommodation expenses for DU employees