Group Assignment – Proposal Report A2022

University of Technology, Sydney

Faculty of Engineering and Information Technology 48260 Engineering Project Management

Group Assignment – Proposal Report A2022

for the

Farming Equipment and Tractor Exhibition at Tamworth, NSW


Your task is to prepare a detailed project management proposal for the ‘Farming Equipment and Tractor Co-op’. They will be hosting an Annual Farming Equipment and Tractor Exhibition at Tamworth, NSW. The Exhibition will start on the Friday 16 weeks after the end of week 12 of this semester – date that cannot slip, over a period of four days. The overall task will involve the preparation, running then dismantling of the exhibition site as well as any

off-site engagements.

The Exhibition will be of typical style for the farming community. Facilities for presentations, farming equipment displays, and a ‘fun fair’ with rides, etc, need to be provided. The Royal Easter Show can be used as an example of what the organiser would like to model their Exhibition on, but to a far smaller scale. The Tamworth Showground has been selected as the venue for the exhibition. See the ‘Task Information and Specifications’ section on page 6 for more information.

In this scenario your group will be reporting to your engineering manager. Your manager will be judging your proposed plans based on the confidence you portray in being able to manage this project through to completion. This will be based on the schedule of works outlined in this document and how well your document is customer ready.

You will work in groups of 4 to 6 students to develop the Final Report (detailed project management proposal).

Method of Submission

Online only


The report is worth 30% of overall marks, broken down into:

Due Dates
  • The dates for preparation of each group’s weekly project aim will be by 23:59pm before the day of your tutorial of weeks 4-9. Note: This is a guideline only to keep your project plan preparation on track and receive timely feedback from your tutors.
  • The soft copy of your Group’s final report (30 % of subject mark) is due at the end of Week 10. For a specific date please refer CANVAS.
  • Late submissions of the final report will incur a penalty of 10% of the maximum mark per day, regardless of the mark awarded. An extension in the time of submission will only be granted under exceptional circumstances by the subject coordinator, but only before the report is due (i.e. extensions will not be granted after the report is due). In all cases, supporting evidence must be provided for the request to be considered. The subject coordinator reserves the right to apply a penalty to or reject late submissions.
Weekly Project Aims

Your group will prepare weekly aims (due in weeks 4-9) based on the contents of the week’s lecture/tutorial topics (e.g. Scope, Work Breakdown Structure, Duration Estimation, Risk Assessment, etc.).

Note that each weekly aim constitutes an element of a “live document”. This means that the contents will be evolving, get amended and updated until the preparation of the final report (due in Week 10). Feedback on each weekly submission will be provided in the tutorial. The feedback should be used in your preparation of the final report.

In order to maintain diligence and keep track of your group’s evolving work, or to be able to revert to earlier work, a version control system should be put in place by your group.

An example of such a system could be indicated in the table below;

Document NameVersion NoDate- TimeAuthorChanges Made
Risk Management2.013/2/16 – 3:00 pmGroup 6, Sara SmithTwo more identified risks added to Risk register…

Note: The version control system should be included as an appendix in each of your submitted deliverables.

The weekly Aims are:

o       Week 4 – Project Aim: Scope Statement and WBS

The scope statement should include but is not limited to the following: Project Objectives, goals, needs, Assumptions, Deliverables, Milestones, limits, exclusions etc.

The work breakdown structure should include a hierarchal diagram representing the activities needed to complete the project.

o       Week 5 – Project Aim: Estimations

For this you will prepare tables of time and cost estimates for the activities/ resources used.

Partial Example of cost estimates reporting:

No.itemComponentUnitQuantityUnit priceTotalUnit Price Reference
1CarpetLabourPerson- Hr40$50$2000(XXX, 2015)
MaterialSquare M250$20$5000(YYY, 2016)
o       Week 6 – Project Aim: Risk Register and Risk Treatment Plan

In this the group should prepare a risk register and a risk treatment plan. The scales and severity matrix to be used for determining the severity of each risk will be provided in the class slides of the risk lecture.

o       Week 7 – Project Aim: Network Diagram

This should include a table listing the activities of the project (generated from the WBS), the predecessor(s) of each activity and the duration of each activity. These should also include a Precedence diagram showing the critical path as well as a Gantt chart of the activities.

o       Week 8 – Project Aim: List of resources and Histograms of one human & one non-human resource

Prepare a list of the resources needed to complete the project both human and non- human resources. Choose one type of human resources and one type of non-human resources and prepare a resource histogram for it. Level the resource usage for the resources that you choose.

There are no Marks awarded for weekly Project Aim, the purpose of the weekly Project aim is for groups to get feedback from tutors in class if required that they may choose to incorporate in their final report which is due in week 10 and prepare the basis of their final project report.

Task Information and Specifications

Your group’s task is to prepare a Project Management Plan for the ‘Farming Equipment and Tractor Co-op’ for their annual Farming Equipment and Tractor Exhibition. This year it will be held at Tamworth, NSW. Assume these notes below are from a meeting with your customer about their requirements. There is no further information available.


Every second year the ‘Farming Equipment and Tractor Co-op’, who is holding the event, holds their exhibition at different central and regional locations in NSW. The focus of the event is to highlight new technology and features, and commercial and government support, as well as new practices and procedures which are now available to farmers. The project is to facilitate every aspect for the event owner from its preparation phase, through its operation, to when the grounds are declared vacant and all contractors and staff are paid (together with your project management team).

The Exhibition will be of typical style for the farming community. Facilities for presentations, farming equipment displays, and a ‘fun fair’ with rides, etc., need to be provided for. The Sydney Royal Easter Show can be used as an example of what the organiser would like to model their Exhibition on, but to a far smaller scale. The Tamworth Showground has been selected as the venue for the exhibition and the owners of the site have agree on a date for the exhibition.

Hawkeye Farm Show

Yorkshire Agricultural Machinery Show

Typical showground displays and stalls


Your task is to prepare a detailed project management proposal for the ‘Farming Equipment and Tractor Co-op’, and the event is named ‘Farming Equipment and Tractor Exhibition’ and this year will be hosted at Tamworth, NSW. The event will have its open day on the Friday 16 weeks after the end of week 12 of this semester – date that cannot slip. The event will be run over a four day period.

The overall task will involve:

  • Preparation of the site, facilities and infrastructure,

o This will include on-site, as well as off-site arrangements (i.e. VIP accommodation, advertising, lectures – if not done on site, etc.)

  • Running of the Exhibition to the advertised timetable of events, and,
  • Dismantling/removal of the facilities and infrastructure ready for vacating the site and handover back to the Tamworth Showground owners.

Note: The design of the grounds, agenda for presentations, exhibitors list, operational process, etc., are not part of the scope of this project.

For all equipment, facilities and infrastructure for this project you are to determine and state in your report your own;

  1. Estimated costs for supply and installation.
    • Estimated time for delivery, installation, testing
    • Display your resourcing and their utilisation
    • Risks involved in all activities of this project

You will be required to report progress weekly using the above criteria in accordance to the section ‘Weekly Deliverables’ of these requirements.

To help you in determining costs, use the following guidelines;

In determining costs assume that qualified engineers employed on the project have a charge-out cost of $175/hour (including a component for general overheads, such as use of equipment, telephone costs, secretarial costs, cost of renting premises etc.). In addition, assume skilled trade labour costs $75 per hour and unskilled labour costs

$35 per hour, including all overheads (these overheads include factory costs and basic power tools).

To estimate one costs for supply of building components (i.e. hut, fencing, tower, paving, etc.), it will be sufficient for this exercise if you assume that components will cost you 50% of the retail price you would pay for one-off purchases of the same components.

Distribution and retail costs can be calculated as the greater of $10 per cubic metre or $1 per Kg. Distribution costs include freight and packaging, while retail costs include shop space, storage and sales personal.

Note: You can base your costs on similar items you find through on-line research or other sources for your bid.

NOTE: All other equipment and facilities not listed under ‘Station Requirements’ shall be deemed outside the scope of these requirements, although you have the opportunity to include items you deem necessary for the successful completion of your bid. Your group alone will make this determination, remembering that all extra items will add to the final cost of your proposal.

Exhibition Requirements

The scope of your plan will include the delivery of a working exhibition site, including;

  • Infrastructure installation (water, electricity, wastewater management, etc),
  • Temporary all weather shelter, parking, bus stop, temporary bus route to exhibition
  • Stalls, Rides (fun fair)
  • Toilets
  • Centre management, lost and found, police, paramedics, fire management, security
  • Exhibition spaces for industry vendors and suppliers
  • Exhibitors respite enclosure
  • Entertainment venues (country music?)
  • VIP Speaker venue (maybe on-site or offsite)
  • Development of processes to run the exhibition, and charging of exhibitors, etc.
  • Evening dinners, speakers, entertainment, etc.

You will need to ensure that your plan includes the supply of materials, installation and testing of equipment and installed facilities as well as operational verification of parts of the project to perform the above activities.

NOTE (repeated): All other equipment and facilities shall be deemed outside the scope of these requirements, although you have the opportunity to include items you deem necessary for the successful completion of your bid. Your group alone will make this determination, remembering that all extra items will add to the final cost of your proposal.

Site Requirements

Your planning should make allowances for, but not be limited to, the following considerations. You will need to make your own assessment to the;

  • Associated risks which might be expected for such an undertaking.
  • Access, wet days, accidents, delays, etc., for preparation and removal works.

NOTE: All assumptions you make about your planning need to be stated clearly in your report. The following ‘extreme’ weather conditions can be encountered for this area;

  • Winds greater than 50kph for 5 months of year
  • Rain greater than 12mm/day for four months of year
  • Summer temperatures to +30oC for 40 days of year
  • Winter temperatures to -10oC for 30 days of year at night
  • Humidity can be greater than < 70%, or less than 20% for 6 months of year
  • Threat of severe bush fires in summer months
  • Threat of flooding only when Rain is consistently above 50mm/day

As an indication of the detail required to be included for this exhibition you could consider the following suggestions;

  • Site preparation
  • Temporary all-weather Enclosures
  • Alternative access to site
  • Internal Traffic management plans
  • Plan/site customer approval
  • Fit out
  • Site security
  • Council approvals
  • Connect water, electricity, sewer management
  • Hire equipment, shelters, stalls, fencing, garbage bins, demountable tents?
  • Installation
  • Power
  • Air-con
  • Electrical install
  • Fit Out
  • Grounds
    • Office (desk, chair filing cabinet, power, lighting, etc…..)
    • Building power reticulation
    • Equipment install (all components itemised in WBS)
    • Lighting
    • All weather footpaths, railings
  • Equipment rooms (PABX, data, pumping – water/waste)
    • Equipment install
    • Power
    • Data cables
  • Commissioning and Acceptance Testing of equipment
  • Power
  • Equipment operation and measurement
  • Data, phones
  • Structures
  • Backup power
  • Operation

o Operations and emergency procedures (etc.) document preparation

  • Maintenance
  • Emergency restoration procedures development
  • Document preparation
  • Easy access for equipment for large equipment.
  • Other items deemed necessary, Etc.
  • Farming Equipment (Tractor) Exhibition – further considerations (Brainstormed list)
  • Water
  • electricity
  • Sewer (i.e. management of toilet waste)
  • Police
  • Staff
  • Workers
  • Demountable shelters
  • Shops
  • Lost & found
  • Venue
  • Council permission
  • Parking
  • Tractor access
  • Boardwalks for rain
  • Rainy day strategies
  • Hot day strategies
  • Night operations strategies
  • Security
  • First aid
  • Ambulance? Paramedics
  • public access
  • Public transport
  • Toilets
  • Clean water
  • Food & drinks
  • Baby changing facilities
  • Enter fee? How charge?
  • Exhibitor’s retreat
  • Exhibition industry presentations
  • Venue
  • Speakers
  • VIP accommodation and entertainment
  • Parking
  • Accommodation choices

List continued over page:-

List continued from previous page:-

  • Transport, private; e.g. taxis
  • Ensure Park availability
  • Rubbish management
  • Continued park tidying programme
  • Collecting exhibitors fees
  • Refunds
  • Invitations to industries and guests
  • Name list
  • Email, post
  • Advertising
  • Site office
  • Sick room
  • Security guards and patrols
  • Night preparations for next day
  • After event
  • Clean up
  • Rubbish removal
  • Restore park to previous condition
  • Park remediation
  • Bonds paid/returned
  • Fees paid/collected
  • Contracts finalised
  • Staff paid and contacts completed
  • Equipment returned
  • Attractions
  • Tractor stalls
  • Rides
  • Exhibitions
  • Talks
  • Expert Presentations
  • Singers/entertainers

Great Plains SIMA Exhibition Stand.

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