Project Plan

Project Title Project Purpose

To recognize the efforts of the Dubai Leaders participant and award the Dubai Leaders Program graduation certificates.

Dubai Leaders Program- Graduation Ceremony 2008

Background and Strategic Context

Dubai World decided to invest in National Leadership development to groom individual managers within its business units about basic disciplines of business and skills for effective leadership. This aims to create and make available talent pool of highly quality management personnel to fill senior leadership positions now and in the future. Dubai Leaders Program was launched with association to prestigious Wharton School of the University of Pennsylvania to help the training department identify the skill gaps and potential of our future leaders. Each business units in the Group was asked to nominate potential future leaders, whom they see qualified enough to fully benefit from the Dubai Leaders Program, while meeting the criteria set by the corporate management. The Program will be delivered in 5 main phases over 12-month period. And as part of the final phase which is SHARING RESULTS (Phase V), this graduation ceremony has to materialize.

Project Objective
To arrange a hassle-free Graduation Ceremony on 27th May 2007.

In Scope The Project Team will work on the following: Proper Section of Venue and Catering Selection of Emcee Administration of Awards and Certificates Selection of Videographer and photographer Arrangement of musical background for the audio-video presentation Supervision of Stage Branding Press Conference Allocation of required additional facilities to be used during the event. Information Management and Marketing- which includes information dissemination, board notices, invitations, e-mail reminders, pre and post evaluation questionnaires Overall logistics and administration of the graduation programme.

Out of Scope
3 minutes audio-visual presentation will be outsourced Flash invitation will be handled by IT The stage dcor will be handled by Event Management Department of Dubai World

Project Title: DLP Graduation Ceremony 2008 Project Sponsor: Dubai World

Date: 17th March, 2008 Project Manager: Mary Rose R. Duenas

File Name: 67668922.doc Project Client: Dubai World Business Units Page: 1 of 7

Assumptions Our project team is capable of organizing this event since as the same graduation ceremony was held successfully last year. The challenge is to improve it and WOW the stakeholders. It will need control on every details, thus we have to make it sure that the assigned person who will be handling the entire logistics of the event is very reliable. Constraints
Time is jus perfect for preparation of the event. Though expectations from management are very high and as this was the initiative of His Highness Sheikh Maktoum. One of the major constraints is to stick on the allotted budget.

Deliverables Participants projects Number of participants/ delegates KPI for the selection of the emcee KPI Vendor Selection Marketing Materials Audio-Visual Presentation Venue and Catering Site Inspection Check List Press Release Graduation Ceremony Footage Feedback Forms, Project Evaluation Questionnaires etc.

Governance

Program Sponsors

Programme Director

Finance

Participants

Programme Manager

Marketing & Communic ation

Venue , Audio Visual & Catering

Events Management Departmen

Project Manager

Logistics & Administra tion Emcee & Programm e Pre & Post Evaluation

Project Title: DLP Graduation Ceremony 2008 Project Sponsor: Dubai World

Date: 17th March, 2008 Project Manager: Mary Rose R. Duenas

File Name: 67668922.doc Project Client: Dubai World Business Units Page: 2 of 7

Project Client Dubai World Business Units Project Sponsor Dubai World Project Manager Mary Rose Duenas Programme Manager Bedour Khouri Programme Consultant Viviane Zabbal Program Director Mahmoud Saleh Project Team Member Mona Elliethy Working Party
Events & Exhibition Department, Dubai World Finance Department

Key Stakeholders
Dubai World Business Units

Project Title: DLP Graduation Ceremony 2008 Project Sponsor: Dubai World

Date: 17th March, 2008 Project Manager: Mary Rose R. Duenas

File Name: 67668922.doc Project Client: Dubai World Business Units Page: 3 of 7

Work Breakdown Structure- Graduation Ceremony (Initial Stage)

DLP Graduation Ceremony 2008

Emcee

Venue & Catering

Marketing

Registration

Awards

Videographer/ Photographer

Gifts & Certificates

Graduation Event

Contact Emcee

Decide Venue

Decide Flyers

Create register

Contact Suppliers

Request for Quote

Finalize Gift

Decide Emcee

Book Venue & Catering Contact Vendor for stage design

Make annoucement Send E-mail within the group

Obtain Flash invitation from IT

Request for Quote

Arrange meeting

Print Certificate

Brief Programme Flow

E-mail Invitation

Select Supplier

Select Vendor

Rehearsal

Select Vendor

Send Out Press Release

Finalize Head count

Invite Press

Arrange Visitor Log

Project Title: DLP Graduation Ceremony 2008 Project Sponsor: Dubai World

Date: 17th March, 2008 Project Manager: Mary Rose R. Duenas

File Name: 67668922.doc Project Client: Dubai World Business Units Page: 4 of 7

Preliminary Schedule
Item Contact suppliers for awards Contact Videographer Take music from Bedour Select Vendor ( Award) Create an Action Registers Draft the Marketing Materials Contact IT Department for the flash invitation Venue Site Check Select & Book Venue Check the Catering ( Menu List) Finalize the flash invitation Send Out Invitations Contact Venue Management Consultants Arrange Meeting with the Venue Management Consultants Select Vendor Arrange Site Check ( Venue) Contact the Emcee Initial meeting with the Emcee Finalize the Audio Visual Presentation Finalize the Headcount Select gift Contact Vendor or go out in the market Arrange for Visitors Log and finalize the usherettes Select template for Certificate Project Title: DLP Graduation Ceremony 2008 Project Sponsor: Dubai World Date: 17th March, 2008 Project Manager: Mary Rose R. Duenas Milestone Date 19th March, 2008 19th March 2008 20th March, 2008 23rd March, 2008 23rd March, 2008 24th March, 2008 24th March, 2008 26th March, 2008 27th March, 2008 27th March, 2008 27th March, 2008 28th March, 2009 26th March, 2008 27th March, 2008 30th March, 2008 29th March, 2008 26th March, 2008 30th March , 2008 30th March, 2008 1st April, 2008 1st April, 2008 2nd April, 2008 2nd April, 2008 3rd April, 2008 File Name: 67668922.doc Project Client: Dubai World Business Units Page: 5 of 7 Responsibility Request for Quote and sample Explain what output you need Give to the approved vendor Use decision Matrix, decide as per quality and budget Participants Register, Communication Register Announcement at Bulletin boards, information campaign Ask them to create at least 2 samples Complete the Standard Site Checklist As per the budget As per the agreed stand up buffet style Ready the list of e-mail addresses, RSVP Track the participants/ guest response Request for Quote Rate their presentation/ proposal Finalize Site inspection with the venue consultant Arrange Appointment with Sama Dubai Brief about the programme plan, ask for suggestions 3-minute Audio Visual Presentation RSVP finalized Finalize the gift item Buy gifts Assign Usherettes Participants name must be ready. Finalize certificate.

Dispatch Certificates for printing Follow up Awards Make Initial Press Release Certificates must be in the office Crystals must be in the office (Awards) Contact participants to schedule rehearsals Dry Run Meeting Stage Set Up

4th April, 2008 6th April, 2008 6th April, 2008 13th April, 2008 13th April, 2008 14th April , 2008

Give deadline Check the updates Contact press Double check the names Check the quality Schedule series of rehearsals April 1-12 Third Week May 22nd May, 2008 26th May, 2008

Preliminary Resource and Cost Plan

Deliverable/Milestone/Phase Venue Audio Visual and Venue Branding Description Go Dolphin Ball Room, Emirates Towers Hotel Stage backdrop, 2 side screens with live video feed, 2 video cameras, lighting on the stage, 3 LCDs for the logo projection on the backdrop and the projection on the side screens USB X 200 70 x 1500 National Presenter from Sama Duibai Cost Estimate 60,000 150,000

Gifts Awards Emcee Miscellaneous The above estimate is based on the 200 guest inclusive of 70 graduates

6,000 10,500 9,000 3,000 AED 238,500

Preliminary Project Risk Assessment

Project Title: DLP Graduation Ceremony 2008 Project Sponsor: Dubai World Date: 17th March, 2008 Project Manager: Mary Rose R. Duenas File Name: 67668922.doc Project Client: Dubai World Business Units Page: 6 of 7

Risk Malfunction of Audio-visual Equipments Coordination of Emcee and graduates during rollcall Sitting Arrangement and Reservation Hand Over of Certificates Distribution of Gifts 3 minutes Audio Visual Presentation

Level (high/Medium/Low) High High Medium High Low High

Management Strategy Check all the equipments 4 hours before the program Rehearsals, and assign people at backstage Send out information for the sitting plan, Usherettes must be proactive Names must be given to the right graduate (PROGRAMME FLOW) Initial headcount must tally to the number of attendees Test effectively and seek approval beforehand

Stage- Venue Setup (Theatre Style)

STAGE

VIPs Other VIPs Viewers Graduates

Project Title: DLP Graduation Ceremony 2008 Project Sponsor: Dubai World

Date: 17th March, 2008 Project Manager: Mary Rose R. Duenas

File Name: 67668922.doc Project Client: Dubai World Business Units Page: 7 of 7