IUJ’S GLOBAL RISK MANAGEMENT CONFERENCENIIGATA,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

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THE PROJECT IS OWNED BY

CO-SPONSORED BY

MEDIA PARTNERS

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PRESENTATION AGENDA

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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

1.OBJECTIVE

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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.”

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2.PROJECT SCOPE

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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 plan2. Organizes, arranges and conducts the conference successfully3. Conference is delivered within the time and budget constraints4. Compliance to customer’s specifications 5. 90 % customer satisfaction is achieved and measured through survey

Deliverables:1. A Project Master Plan2. A Global Risk Management Conference 3. Summary Bulletins 8

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.)

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SCOPE : CONFERENCE AGENDATime 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

SCOPE :PROJECT MILESTONES

Nov Dec-15 Jan-16 Feb May

Today

30

D-days conference

18-20Project kickoff

Primary contractor selection

11-18RFP submitting

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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 reviewFortnightly 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

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Final project plan review

20 Final progress review

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Closing review

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SCOPE : WORK BREAKDOWN STRUCTURE

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SCOPE : WORK BREAKDOWN STRUCTURE(cont.)

3.PROJECT SCHEDULE

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15for detailed MS Project file, please click on here

SCOPE : PROJECT SCHEDULE (GANTT CHART)

D1

D2

D3

4.QUALITY

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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 on1. guest speaker’s capability2. project team’s readiness & responsiveness3. content & agenda4. venue quality5. exhibition6. 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 on1. participant enthusiasm2. project team’s readiness & responsiveness3. content & agenda4. venue quality5. 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. cleanlinessc. securityd. 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

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QUALITY : COST AND BENEFIT ANALYSISIntangible 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

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

5.ORGANIZATION AND HUMAN RESOURCES

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HR : PROJECT ORGANIZATION CHART

Project SponsorsProject 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)

SponsorProject

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

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HR : RACI MATRIX

6.COMMUNICATION & STAKEHOLDERS

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STAKEHOLDER : STAKEHOLDER CHART

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

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STAKEHOLDER : STAKEHOLDER ANALYSIS MATRIX

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

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STAKEHOLDER : STAKEHOLDER ANALYSIS MATRIX (cont.)

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-sponsors27

COMMUNICATION : COMMUNICATION PLAN

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COMMUNICATION : PROJECT MEETING PLAN(cont.)

7.PROJECT RISK

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RISK : PROJECT RISK ANALYSISRisk Description

Occurrence

Likelihood

(Probability)

Impact

(Probability)

Degree of

Risk

Exposure

Risk Management PlanResponse

Strategy

Delay Schedule

Delay of speaker

selectionHigh 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 projectTransfer

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

8.PROCUREMENT

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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 participants2 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 Procurement officer

Hotel or Convention Hall

Fixed Price

Public Release Notify public about our conference 1 April - 20 May 2016

- - $ 500 Procurement 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 Procurement 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 participants2 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 Procurement 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

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PROCUREMENT : MANAGEMENT PLAN

9.PROJECT COST

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

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COST : REVENUE ESTIMATION

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COST : COST ESTIMATION

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COST : COST ESTIMATION(cont.)

for detailed, please click on here

お疲れ様でした。

Any questions?

37

PROJECT SCOPE

“To ensure the availability and effective

management of the resources in order to

achieve valuable outcome for the global

risk management conference.”

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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

40for detailed MS Project file, please click on here

SCOPE : PROJECT SCHEDULE (GANTT CHART)

D1

D2

D3

41

Number of Stakeholders = 12 partiesRequired potential communication channels = N*(N-1)/2 = 12*11/2 = 66

STAKEHOLDER : STAKEHOLDER CHART

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

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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

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 section44

PROCUREMENT : CONDUCT AND CONTROL

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 processCreate and process the procurement documents

Maker and checker

PROCUREMENT :RESPONSIBILITY AND AUTHORITY