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Assignment on
Project Development and Implementation for Strategic Managers
Unit 17
Edexcel BTEC level 2 Extended Diploma in strategic Management and Leadership
(QCF)
Guildhall College, London
Prepared By:
Submitted To:
Date of Submission:
Assignment Topics
AC (1.1) Analyze the factors that contribute to the process of project selection.
AC (1.2) Develop outline project specifications for the implementation of a new
product, service or process.
AC (1.3) Produce a specification for an agreed project to implement a new product,
service or process
AC (2.1) Produce a project plan for an agreed project.
AC (2.2) Match appropriate resources to the project.
AC (2.3) Cost all resources required for implementing a project.
AC (2.4) Agree timescales for the management and implementation of a project.
AC (2.5) Plan an appropriate strategy for the implementation of a project.
AC (3.1) Implement a project in accordance with an agreed specification.
AC (3.2) Develop appropriate measures to monitor and evaluate progress and
Outcomes.
AC (3.3) Monitor the implementation of the project.
AC (4.1) Analyze the outcomes of a project in terms of the original project
specification.
AC (4.2) Evaluate the outcomes of a project.
AC (4.3) Make justified recommendations for improvements to the project.
AC (5.1) Produce a report of all project procedures used.
AC (5.2) Present the outcomes of the project to an audience using an agreed format
and appropriate.
2
3
Note: The Chosen Organization for the Assignment.
Happy Heart Events Management Private Limited
Happy Heart Events Management Private Limited, has organized more than hundreds
events of various types, like Annual Dinner and Dance events, wedding and
solemnization occasions, product launch functions, opening ceremonies, seminars,
exhibitions and carnivals, which mostly involved 150 – 300 personnel per event. Our
company, Happy Heart Event Management Pte Ltd, is a relatively new company that
have organized more than hundreds events of various types, like Annual Dinner &
Dance, Wedding & Solemnization, Product launching, Opening ceremony, Seminars,
Exhibition and carnivals etc, which mostly involved 150 – 300 personnel per event. Our
company provides customized, strategic event experiences where guests connect with our
clients' brands and products in ways that are personally relevant and memorable. Our
team offers the creative vision, professionalism, and event expertise to create winning
events - with a constant eye towards detail, quality, originality and results. Based on
devotion in our mission and jobWith high levels of professionalism and commitment, we
are well-trusted by our clients. Building our good reputation of excellent planning and
organization skills, this reputation comes with our experience teams of more than a
decade of experiences and the project manager well versed skills in project planning and
management.
Our company’s vision is to be the preferred event planning company in UK. Our current
business strategy is to create a new market and as well as establish long lasting
relationship with clients’ with a clear, well defined business plan, objectives and financial
criteria. We provide total solutions for event ranging from all sizes, sophistication, and
logistic supports to marketing and public relations function to ensure every aspect and
component is strategically put in place to deliver the best results. With an equipment of
good grasp of the strategic marketing and advertising skill, we will be able to understand
and fulfill our clients’ expectations and requirements. Our company motto is to be
responsive towards the queries and professionally address the issues that our clients have.
4
We adopt a strategic design and planning process to attain the most satisfactory results
with a well-managed timeline.
With all the successes and experiences on small scale events, we are currently presented
with the break-through opportunity of managing Hiticha Group’s annual Dinner and
Dance. Hiticha Group is an internationally reputable organization, this project will enable
us to prove our capability in handling multi-national company’s event. Also, this project
will put our reputation to the toughest test.
5
Table of Contents
Task Topic Page
AC (1.1)Analyze the factors that contribute to the process of project
selection.6
AC (1.2)Develop outline project specifications for the implementation of a
new product, service or process.7
AC (1.3)Produce a specification for an agreed project to implement a new
product, service or process8
AC (2.1) Produce a project plan for an agreed project. 12
AC (2.2) Match appropriate resources to the project. 16
AC (2.3) Cost all resources required for implementing a project. 18
AC (2.4)Agree timescales for the management and implementation of a
project.19
AC (2.5) Plan an appropriate strategy for the implementation of a project. 21
AC (3.1) Implement a project in accordance with an agreed specification. 23
AC (3.2)Develop appropriate measures to monitor and evaluate progress and
Outcomes.25
AC (3.3) Monitor the implementation of the project. 27
AC (4.1)Analyze the outcomes of a project in terms of the original project
specification.29
AC (4.2) Evaluate the outcomes of a project. 30
AC (4.3) Make justified recommendations for improvements to the project. 31
AC (5.1) Produce a report of all project procedures used. 32
AC (5.2)Present the outcomes of the project to an audience using an agreed
format and appropriate.34
- Reference 35
6
AC (1.1): A nalyze the factors that contribute to the process of project selection.
Technological factor
Advances in technology can help improve productivity of labor, also as reduce
transportation costs, distribution costs, communication costs and production costs.
Examples of it include changes that affect the production and distribution of a product or
services.
Economic factor
Economic factor affects the overall consumption and investment in a business. A stable
economy attracts firms that wish to do business. An unstable economy however increases
business risks and even deters investment. Examples of it include national income,
taxation policy, foreign exchange policy, inflation rate, etc.
Physical factor
It refers to the physical location and natural environment which directly affects the
economic development of the countries or a region. A favorable physical environment
with well-planned infrastructures likes the airport and transport facilities can attract firms.
Social and cultural factor
Social factor affects the productivity and labor supply. Examples of it include the
population structure, language ability, education level, etc. Cultural factor affects trhe
taste and preferences of costumers. Examples of it include whether a country encourage
women to go out and work and emphasis on virtue of hard work.
Political factor
This is related to the political system, laws and regulations of a country. Political systems
can be classified as authoritarian and democratic. Laws and regulations' examples include
licensing laws, customer laws, and labor laws, and licensing regulations. A country with
sound legal system and stable political condition can attract investments as it enhances
investors' confidence.
7
AC (1.2): D evelop outline project specifications for the implementation of a new
product, service or process.
Hiticha Group is a well-known multinational organization which specialized in
manufacturing electronic products for the retail market. With a budget of £120,000,
Hiticha Group has decided to shortlist our company as the most potential event company
to manage their 15th Annual Dinner and Dance event. With clients’ endorsement, it will
be named the “Starry Starry Night!!!!”
The objectives for this project are to provide our new client an extraordinary Annual
Dinner and Dance, and to make an impression in our client for future engagements for
our services. With the organizational commitment from top management to the team
members, it lays the fundamental structure for the project manager to develop and
execute the project plan.
8
AC (1.3): P roduce a specification for an agreed project to implement a new product,
service or process.
Scope of the Project:
Hiticha Group is a well-known multinational organization which specialized in
manufacturing electronic products for the retail market. Hiticha Group head-quarter is
based in Japan with more than 10 overseas branches. UK’s regional office deals with
marketing, sales and service support etc. In December 2011, Hiticha’s UK office will
host their 15th Annual Dinner and Dance event, gathering approximately 500 staffs
including clients, partners as well as business associates. With a budget of £120,000,
Hiticha Group has decided to shortlist our company as the most potential event company
to manage their 15th Annual Dinner and Dance event.
From the initial understanding, Hiticha Group will like to conceptualize their dinner and
dinner as per their latest marketing campaign – Like “The Shooting Star”. We are tasked
to create a theme that chosen embraces grandeur and glamour at a beach environment,
where the party will start from evening till the end. The underlying mission is to create an
environment, filled with special activities. We hope to provide all guests and staffs with
the experience of an extraordinary starry beach night and indulge in the wonderful and
splendid performances organize by our company. With clients endorsement, we will
name the event “Starry Starry Night!!!!”
Objective of the project:
Our objectives for this project are to provide our new client an extraordinary Annual
Dinner and Dance, and to make an impression in our client for future engagements for
our services. This project will be the critical stepping stone for our company to gain more
market share. The top management of the company will select the most suitable project
manager to lead this project. The project manager is desirable to be tactful with clients,
positive and committed, and experienced in managing a team to organize the larger scale
projects. The importance of leadership is to organize the project team and amplify
commitments in the team members. With the organizational commitment from top
9
management to the team members, it lays the fundamental structure for the project
manager to develop and execute the project plan.
The project cycle is the basis for the project manager to develop the project plan. The
Business aspect involves all the operational functions that relating to the overall business
management of the project issues from the perspective of customer management,
justification of the project. Whereas, Budget aspect involve events related to the
requisitioning of the project funds and its management throughout the life of the project
implementation. Whereas, Technical aspect identifies the list of activities and events
required to provide the optimum technical solution in the most efficient way. The
technical aspect spans from the determination of what our client wants to validation the
project solution that satisfies our clients. The below illustration will give a more concise
concept on the three aspects from our company perspective on this project.
Business aspect: Being labeled as medium-sized event company, we are lack of multi-
national company’s event to our portfolio to showcase our success. The milestone project
with Hiticha provides us with the opportunity to break-through our currently status and to
advance into the multi-national company market. It is very much critical that we can
clinch this project.
Budget Aspect: “Starry Starry Night” is an outdoor event, which is also the 15th years
anniversary celebration of the Hiticha company. It is expected to cater for about 500
guests. Our client has mentioned that they will be investing a considerable sum of
£120,000 for this event, however they also wish we able to assist them to reduce some
unnecessary cost for this project. While we are aiming at a forty percents profit from the
entire project, we will attempt to assist our client in reducing their cost. However, in
order for our company to have better case flow during the implementation period, as per
proposed contract, the payments will be made to us by 2 installments, which is 60%
follow by 40% of the total proposal cost. The first payment will be made to us when we
sign the official contract, while the second payment will be the day after the event. With
10
the first installment being received, we will have sufficient cash flow to carry out this
project.
Technical Aspect: One of the deciding factor for the project to be considered as
successful lies on the satisfaction of our clients. The smile on our client face, after the
event, is the deciding factor. Our challenge is to ensure that the setting is to be done as
per the expectation of the given theme, creating the right atmosphere for the guests,
within the given timeline.
In order to meet the above objectives, the following portions will highlight on the each of
the cycles. Basically Business, Budget and Technical cycle are each made up of three
periods, study, implementation and operation periods, which will be illustrated in the
later part
Project management, planning and implementation cycle:
Project management and planning coordinate and optimize the resources necessary to
successfully complete a project. The resources referring to are manpower, skills, budget,
commitment, systems and equipment. Goal of planning is to meet project objectives -
meeting company and client's requirements. Project plan coordinates and optimizes
coordination, mitigating risk and plan for contingencies. Importantly, it aims to obtain
commitment from team members to see through the project from planning to operation
and disposal. The plan puts in-place a control system to ensure for accountability of
processes and expenditure, meeting schedules and clarity.
For the project to be successful and achieve the given objectives, it is critical to
understand and plan our project cycle. Project cycle is defined as an orderly sequence of
integrated activities, performed in phases, leading to success (Forsberg, Mooz and
Cotterman, 2005). Like all projects, we will need to break down our project cycle into
three aspects – business, budget and technical. The team should see project cycle as the
foundation for achieving predictable performance which is tailored with special
characteristics. The resultant project cycle then becomes the parent or driver of the
11
project’s logic network – represented by PERT and GANTT charts that will be developed
during the planning. (Forsberg, Mooz and Cotterman, 2005) The project cycle should be
planned throughout the study period, implementation period and operation period.
12
AC (2.1): P roduce a project plan for an agreed project.
Scope of the Project:
Hiticha Group is a well-known multinational organization which specialized in
manufacturing electronic products for the retail market. Hiticha Group head-quarter is
based in Japan with more than 10 overseas branches. UK’s regional office deals with
South-East Asia marketing, sales and service support etc. In December 2011, Hiticha’s
UK office will host their 15th Annual Dinner and Dance event, gathering approximately
500 staffs including clients, partners as well as business associates. With a budget of £
120,000, Hiticha Group has decided to shortlist our company as the most potential event
company to manage their 15th Annual Dinner and Dance event.
From the initial understanding, Hiticha Group will like to conceptualize their dinner and
dinner as per their latest marketing campaign – Like the shooting starThe Shooting Star.
We are tasked to create a theme that chosen embraces grandeur and glamour at a beach
environment, where the party will start from evening till the end. The underlying mission
is to create an environment, filled with special activities. We hope to provide all guests
and staffs with the experience of an extraordinary starry beach night and indulge in the
wonderful and splendid performances organize by our company. With clients
endorsement, we will name the event “Starry Starry Night!!!!”
Objective of the project:
Our objectives for this project are to provide our new client an extraordinary Annual
Dinner and Dance, and to make an impression in our client for future engagements for
our services. This project will be the critical stepping stone for our company to gain more
market share. The top management of the company will select the most suitable project
manager to lead this project. The project manager is desirable to be tactful with clients,
positive and committed, and experienced in managing a team to organize the larger scale
projects. The importance of leadership is to organize the project team and amplify
commitments in the team members. With the organizational commitment from top
13
management to the team members, it lays the fundamental structure for the project
manager to develop and execute the project plan.
The project cycle is the basis for the project manager to develop the project plan. The
Business aspect involves all the operational functions that relating to the overall business
management of the project issues from the perspective of customer management,
justification of the project. Whereas, Budget aspect involve events related to the
requisitioning of the project funds and its management throughout the life of the project
implementation. Whereas, Technical aspect identifies the list of activities and events
required to provide the optimum technical solution in the most efficient way. The
technical aspect spans from the determination of what our client wants to validation the
project solution that satisfies our clients. The below illustration will give a more concise
concept on the three aspects from our company perspective on this project.
Business aspect: Being labeled as medium-sized event company, we are lack of multi-
national company’s event to our portfolio to showcase our success. The milestone project
with Hiticha provides us with the opportunity to break-through our currently status and to
advance into the multi-national company market. It is very much critical that we can
clinch this project.
Budget Aspect: “Starry Starry Night” is an outdoor event, which is also the 15th years
anniversary celebration of the Hiticha company. It is expected to cater for about 500
guests. Our client has mentioned that they will be investing a considerable sum of £
120,000 for this event, however they also wish we able to assist them to reduce some
unnecessary cost for this project. While we are aiming at a forty percents profit from the
entire project, we will attempt to assist our client in reducing their cost. However, in
order for our company to have better case flow during the implementation period, as per
proposed contract, the payments will be made to us by 2 installments, which is 60%
follow by 40% of the total proposal cost. The first payment will be made to us when we
sign the official contract, while the second payment will be the day after the event. With
14
the first installment being received, we will have sufficient cash flow to carry out this
project.
Technical Aspect: One of the deciding factor for the project to be considered as
successful lies on the satisfaction of our clients. The smile on our client face, after the
event, is the deciding factor. Our challenge is to ensure that the setting is to be done as
per the expectation of the given theme, creating the right atmosphere for the guests,
within the given timeline.
In order to meet the above objectives, the following portions will highlight on the each of
the cycles. Basically Business, Budget and Technical cycle are each made up of three
periods, study, implementation and operation periods, which will be illustrated in the
later part
Project management, planning and implementation cycle:
Project management and planning coordinate and optimize the resources necessary to
successfully complete a project. The resources referring to are manpower, skills, budget,
commitment, systems and equipment. Goal of planning is to meet project objectives -
meeting company and client's requirements. Project plan coordinates and optimizes
coordination, mitigating risk and plan for contingencies. Importantly, it aims to obtain
commitment from team members to see through the project from planning to operation
and disposal. The plan puts in-place a control system to ensure for accountability of
processes and expenditure, meeting schedules and clarity.
For the project to be successful and achieve the given objectives, it is critical to
understand and plan our project cycle. Project cycle is defined as an orderly sequence of
integrated activities, performed in phases, leading to success (Forsberg, Mooz and
Cotterman, 2005). Like all projects, we will need to break down our project cycle into
three aspects – business, budget and technical. The team should see project cycle as the
foundation for achieving predictable performance which is tailored with special
characteristics. The resultant project cycle then becomes the parent or driver of the
15
project’s logic network – represented by PERT and GANTT charts that will be developed
during the planning. (Forsberg, Mooz and Cotterman, 2005) The project cycle should be
planned throughout the study period, implementation period and operation period.
16
AC (2.2): M atch appropriate resources to the project.
SL. Deliverable Quantity Purpose
1. Contract of service provision 1 set Event Setup
2. Venue for conduct of event 1 set Event Setup
3. Tentage for conduct of event 1 set Event Setup
4. Stage in tentage 1 set Event Setup
5. Activities area 1 set Event Setup
6. Dining area 1 set Event Setup
7. Games booths 6 Booths Event Setup
8. Pot-flower & plants TBC Decoration
9. Directional signs TBC Logistic
10. Mobile generator 2 Power supply
11. Prizes for games TBC Logistic
12. Customized gift TBC Logistic
13. Customized balloon TBC Decoration / special effects
14. Invitation card 550 Logistic
15. License for usage of copyright media 1 Special effects
16.Eight-Course Dinner with alcoholic
and non-alcoholic drinks1 Dinner
17. Audio system amplifier 1 Special effects
18. Audio Mixer & equalizer 1 Special effects
19. Speakers with stand 6 Special effects
20. Wireless microphones with stand 4 Special effects
21. Wireless microphones (hands-free) 2 Special effects
22. Audio Technician 4 Special effects
23. Dancing-man tube 6 Special effects
Continued
SL. Deliverable Quantity Purpose
17
24.City color architectural lightings 4 Special effects
25.MAC-700 intelligent spot lightings 10 Special effects
26. AVOLITE PEARL 2000
intelligent stage lighting controller1 Special effects
27. Digital video camera with camera
man1 Broadcasting
28.Rear screen projectors 6 Special effects
29.Photographer 2 Photography
30.Emcee 2 Entertainment
31.Standup comedy 1 Kumar - 20 mins
32.Singing 1 Olivia Ong - 3 songs
33.A3-size poster 30 Decoration
34.Banner (4ft by 2by) 3 Decoration
35.Banner (6ft by 3ft) 3 Decoration
36.Live Feed Photo Shoot 1 Decoration
37.Tattoo Dauber 1 Entertainment
18
38.Who Dares To Win games 2 Entertainment
39.Magic Performance 1 Entertainment
40.Bhangara Dancers 1 Entertainment
41.Shaolin Matrix 1 Entertainment
42.Street fusion 1 Entertainment
43.Confetti cannon 10 Entertainment
44.Carbon desire TBC Entertainment
19
AC (2.3): C ost all resources required for implementing a project.
SL. Detail Description Proposal to Client (£) Cost (£) Profit (£)
1.
Provision of Stage & deco for event
inclusive of: Food Catering at events
hall for 500 pax
27,500 20,000 7,500
(A) Portable rental stage 9,500 5,000 4,500
(B) 1 set of 3 dimension Backdrop
and entrance specially design for
event
6,500 3,500 3,000
(C) Decoration of event areas 5,500 2,000 3,500
2.Audio Visuals Productions inclusive
of electricity supply18,000 6,000 12,000
3. Photography and Videography 3,500 2,500 1,000
4. EMCEE and show productions 4,500 2,800 1,700
5.Celebrity Acts – Kumar & Olivia
Ong5,500 2,800 2,700
6. Licenses and Fees 1,000 300 700
7. Promotion of Event 1,000 500 500
8. Pre Dinner Entertainments 3,500 2,000 1,500
9. Spectacular Special Effects 4,000 2,500 1,500
10.Professional Events Mgmt.
(Manpower Cost)10,000 6,000 4,000
11.
Fixed hidden cost inclusive: wages,
project incentives for staffs,
transports allowances, etc
N/A 2,600 (2,600)
12.
Various hidden cost inclusive:
printing, entertainment fees, OT
wages, etc
N/A 1,500 (1,500)
Total 100,000 60,000 40,000
20
AC (2.4): A gree timescales for the management and implementation of a project.
SL. Task Name Duration Start Date Finish Date
1. START 0 days 18-Sep 18-Sep
2. Meet clients for theme and budget 1 day 18-Sep 18-Sep
3. First budget drafting 2 days 19-Sep 22-Sep
4.Brainstorming for program activities &
games2 days 23-Sep 24-Sep
5. Proposed ideas and venue 2 days 25-Sep 26-Sep
6. source quotation 3 days 29-Sep 01-Oct
7. Evaluation of budget 1 day 02-Oct 02-Oct
8. segregation of task for proposal 2 days 29-Sep 30-Sep
9. consolidation of information 1 day 01-Oct 01-Oct
10. confirmation of final proposal 1 day 03-Oct 06-Oct
11.final budget draft & breakdown budget
draft1 day 06-Oct 07-Oct
12. presentation to client 1 day 07-Oct 08-Oct
13.negotiation with client & revision of
proposal3 days 08-Oct 13-Oct
14.finalization of proposal and theme
concept1 day 13-Oct 14-Oct
15. draft agreement 1 day 14-Oct 15-Oct
16. legal consultant 2 days 15-Oct 17-Oct
17. endorsement of contract 1 day 17-Oct 20-Oct
18. receive of first payment 7 days 20-Oct 29-Oct
19. source of venue 2 days 14-Oct 16-Oct
20. tentative booking of venue 1 day |16-Oct 17-Oct
21. confirmation of venue 1 day 29-Oct 30-Oct
22. selection of Project Team member 2 days 20-Oct 22-Oct
23. formation of sub team 1 day 22-Oct 23-Oct
24. design of games and activities 2 days 31-Oct 04-Nov
Continued
21
SL. Task Name Duration Start Date Finish Date
25. site visit to the venue 1 day 30-Oct 31-Oct
26. design of general floor plan 5 days 31-Oct 07-Nov
27. design of stage and dinner table layout 3 days 07-Nov 12-Nov
28. booths and game activities layout 3 days 07-Nov 12-Nov
29. cable and power point layout 3 days 12-Nov 17-Nov
30.verify no. of pot-flower & balloons
required2 days 17-Nov 19-Nov
31. design of signage 2 days 19-Nov 21-Nov
32. confirmation of contractor 1 day 17-Nov 18-Nov
33. preparation of construction material 7 days 21-Nov 02-Dec
34.construction of tent age and power
cables1 day 02-Dec 03-Dec
35. selection of prizes and gifts 3 days 04-Nov 07-Nov
36. design of customized gift 4 days 07-Nov 13-Nov
37. making of customized gift and balloons 7 days 19-Nov 28-Nov
38. collection of customized item 2 days 28-Nov 02-Dec
39. design of invitation card 3 days 23-Oct 28-Oct
40. printing of invitation card 5 days 28-Oct 04-Nov
41. sending of invitation card to client 1 day 04-Nov 05-Nov
42. application of required license 8 days 07-Nov 19-Nov
43. selection of food caterer 2 days 23-Oct 27-Oct
44. food tasting with client 5 days 27-Oct 03-Nov
45. confirmation of food caterer 1 day 03-Nov 04-Nov
46. source of entertainers 10 days 04-Nov 18-Nov
47. confirmation of entertainers 5 days 18-Nov 25-Nov
48. design of entertainer dressing 5 days 25-Nov 02-Dec
49. Rehearsal 5 days 03-Dec 10-Dec
50. Actual day of event 0 days 10-Dec 10-Dec
22
AC (2.5): P lan an appropriate strategy for the implementation of a project.
Functions of strategy planning:
1. Planning a vital aspect of management, serves several important functions.
2. It provides basis for organizing the work on the project and allocating
responsibilities for the individuals.
3. It is a means of communication and coordination between all those involved in
the project.
4. It induces the people to look ahead.
5. It instills a sense of urgency and time consciousness.
6. It establishes the basis of monitoring and control.
Areas of strategy planning:
1. Planning the project work.
2. Planning the resources and organization.
3. Planning the money.
4. Planning the information system.
Steps in project strategy planning:
1. Setting the project objectives.
2. Identifying the work activities.
3. Creating the project organization.
4. Preparing project schedule.
5. Making budget and resource plan.
6. Preparing forecast of time, work, cost and performance projections.
Project objectives and Strategies:
Often, the focus of project planning is on questions like who does what and when. Before
such operational planning is done, the objectives and policies guiding the project
planning exercise must be articulated. The questions to be answered in this context here:
1. What are the technical and performance objectives?
23
2. What are the time and cost goals?
3. To what extent should the work be given outside contractors?
4. How many contractors should be terms of contract?
Well-defined objectives and policies serve as the framework for the decisions to be made
by the project manager. Throughout the life of a project, he has to seek a compromise
between the conflicting goals of technical performance, cost standard, and time target.
Work breakdown structure:
The work breakdown structure, as its name suggests, represents a systematic and logical
break down of the project into its component parts. Thus breakdown structure helps in:
1. Effective planning by dividing the work into manageable elements, which can be
planned, budgeted, and controlled.
2. Assignment of responsibility for work elements to project personnel and outside
agencies.
3. Development and control and information system.
Essentials strategies for successful project implementation:
1. Adequate formulation.
2. Sound project organization.
3. Proper implementation planning.
4. Advance action.
5. Timely availability of funds.
6. Better contract management.
7. Effective control and monitoring the progress of the project.
24
AC (3.1): I mplement a project in accordance with an agreed specification.
Implementation Period:
As the project moves into the implementation period, the project manager needs to
translate organizational business strategy into directions and instructions to the project
team. This is a critical task for the project manager. When the scope of undertaking is as
clear as crystal, the team can focus and optimize resources to achieve the stated
objectives. Although timeline and budget given may be tight, the project manager should
not compromise the quality of the event. Instead, he is required to manage the risk
involved / assessed in the project. The project risk management will be discussed in detail
in the later part.
As budgeted, this project will require us to be spending a considerable sum of money;
therefore the project manager can try to improve relationship with our entertainers,
suppliers and venue owners while bargaining for the best value contract for the project.
For example, we will be engaging famous celebrities like Kurman and SINGER – to
make the event looks prestigious, it will be promotes the company’s image if the
celebrities are to comment well on our project. Also, the project manager will need to
ensure that the project is proper licensed with the rights to play music, MTV or fireworks.
The concept of this arrangement is because our client, Hiticha Group will be inviting
their top clients and business associates from the region to attend this event. Therefore, it
is critical for the project manager to make the event grand so that the guests will feel the
importance of their presence in this event which is the primary reason. This will ensure
these top clients and business associates to feel pampered and indulged themselves during
the entire event. Meanwhile, we would be able to build rapport between us and the guest
as this will aid in our business expansion through the conduit of our customers’
networking as well as enable us to explore the opportunity to gain more sales pipelines
for future projects.
25
Lastly, the business decision gates lie on the shoulder of the project manager, with the
assistant of the advisory panel. They should be informed with any hiccups or changes
during the project. The project manager needs to be in control and stay in control while
overseeing the overall activities.
Operation Period:
During the rehearsal and the day of the event, we continue to liaise with contractors for
on-site support. All defects reported are to be rectified immediately. At the same time, the
project team will continue to evaluate the performance of the contractors. The evaluation
will aid the company to retain and improve industrial relationship with reliable
contractors. For cost effectiveness and ensure reliability, our top management may
consider negotiating for a term contact with selected contractors.
After the successful conduct of the event, the project team will be gathering client’s
feedback. Project Manager will also consolidate lessons learnt for better improvements in
future events. A final evaluation is whether key performance indicators, such as meeting
company’s objectives are met. This report will aid in faster evaluation on feasibility for
similar projects.
26
AC (3.2): D evelop appropriate measures to monitor and evaluate progress and
outcomes.
As mentioned in the risk management, it is important that the project is closely
monitored. However, the rationale of having a project tracking and reviewing process is
to ensure the four major project variables – performance, cost, time and scope are been
taken care of and well monitored by our company throughout the whole project. This is
important especially when the project has advanced to the phase of performance, having a
consistent and constant flow of information on the actual and accurate status of the
project would be essential. Furthermore, reviewing also play an important role in working
hand in hand with both tracking and monitoring as well in the project. This is to ensure
all issues have been addressed during the process.
The key elements in the project that are required for tracking purpose include:
• Scope of Work
• Project Functional
• Success Factors
• Work Breakdown Structure (WBS) – Activity list and network
• Work Packages for critical path tasks to develop an additional level of detail
• Budgets and Estimates
• Master and supporting schedules
• Financial and funding plans
• Quality and Configuration Management Plans
• Stakeholder Analysis, including management and clients
The Management functions of tracking and monitoring are indispensable to the effective
and efficient control of the project. In another word, tracking is been defined as the fact
finding process whereas monitoring is the analysis of these facts. Both are required for
the management of the project.
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The Card-On-Wall (COW) methodology will be used during the implementation period
to facilitate monitoring of the overall progress. OBS, WBS, PPL, network diagrams,
estimated budget allocation and schedules using PERT and CPM will be made available
on the server. This is to facilitate easy access for the top management and project team. In
addition, team members will be submitting Weekly Update Reports (WUR) to the project
manager. The WUR is a simple report that reports the status of the each task, the task
owner and the expected time of completion. Team members may include pictures or use
any means to provide these information. Team members are encouraged to do open
reporting on any problems, especially problems that occur in the critical path. The Project
manager is expected to look into the problems and resolve it as soon as possible. If
further endorsement is required, the Project Manager is encouraged to approach the top
management, such as the Chief Operations Officer (COO). The Project Manager will also
be providing a fortnightly report to the COO. The report focuses on the planned schedule
and expenditures against the actual schedule progress and expenditure. The changes in
client’s requirements and the related actions taken are also reported in this report.
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AC (3.3): M onitor the implementation of the project.
The most dreadful incident that could happen to an event company is failing to meet the
deadline given by our clients. In our case, the entire team is to work closely and
effectively to ensure that this event will be ready by 10th Dec 2011 - as set by our client.
In order to reduce the possibilities of failing to meet the deadline, we have planned out
the scheduling of each activity, the inter-relationship of individual activity and given a
timeline to each activity. However, according to our PERT calculation, there is a
possibility that our project can be delayed by 4.14 days. Therefore, the project is to be
completed on 4th Dec 2011, which is 4 working days before the actual event. Hence, we
have planned the rehearsal to be held on 3rd Dec 2011, with 5 days of time allowance for
completion.
Even with additional time allowance, we can still be in the danger of failing to meet the
deadline if each activity is not carried out within their given timeline, specially the
activities found within the critical path. Since we are unable to forecast or prevent
mishaps, we have opted to be safe than sorry. While we are working out on the Gantt
chart, we have given more timeline to activities, which have more likelihood to be
delayed.
With reference to the above network diagram and grant chart, we have noticed that there
is a timing lapse between both the critical path and non-critical path. In another word,
there might be some delays that hold up or slow down the whole process. Hence, for
example, the construction of tentage and installation of power cable are the activities
which fall under the critical path. These two activities supposedly to be completed by 3rd
Dec 2011. However, due to unforeseeable circumstances like raining on the day that we
plan to set up of tentage. This will eventually leads to the delay of setting up the tentage
and delay in installation of sound systems and stage setup etc. The whole process is
disrupted which causes the planning to be delayed as well as affected the whole progress
of implementation process. Thus, our deadline might not be meets as result we are not
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able to complete the project as schedule or plan. Whereas, the non critical path activity
like collection of customized gifts have been deferred to another date due to the delay in
shipment that causes the original collection date schedule to be delayed rather than
completed by 2nd Dec 2011 - the actual collection date. But, it does not disrupt the
whole progress as the other functions still able to carry out without delay. Hence,
precautionary measurement has been taken into account as we arranged the tentage to be
set up by at least one day earlier than the actual plan as this will helps to prevent the
disruption of the critical activities like raining. The early setup of tentage will act as a
buffers, this is to prevent unforeseeable circumstance for disrupting the progress or delay
of the whole process.
With the above precautionary measurements, we believed that we will be able to meet
our deadline or finish the event early which won’t fail the expectation that our clients
have in us.
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AC (4.1): A nalyze the outcomes of a project in terms of the original project
specification.
The accomplishment of this project provides many benefits to the company. Besides
having a higher reputation for events planning services, there will be a boost in
company’s revenue and sense of achievement in employees. Essential to the growth of
the company, the knowledge management processes will aid future project teams in
managing similar projects, improving cost effectiveness and work efficiency.
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AC (4.2): E valuate the outcomes of a project.
One of the main concerns with regards to this project is on the accuracy of the project’s
budgeting plan. The objective is to create an accurate and well monitored budget plan, in
order to reduce the risk of getting into cash flow difficulties or over-spending the given
budget.
In order to meet the clients expectation and given event theme, we will be engaging
external companies to perform several activities and to custom-make gifts and decoration
items. As we have forecasted that the number of items required and its quantity and
quality required may varies, it is critical for our logistics and external liaison team to be
precise on the quotations gathered during the sourcing phase in the study period. Such
variable cost includes the entertainers’ fees, cost to customize-make items, cost of
construction, cost of printing and cost of external manpower. The logistic team is to
tabulate a project product list as according to projected quantity and quality. Whenever
there is any update or changes to the project product list, our logistic team is to notify the
finance department. The finance department’s role is to control and monitor the
budgeting. We will discuss on the methods of monitoring in the later part.
Based on the information and quotation gathered, the finance department, together with
the project manager will draft out a budget proposal which include the project cost,
proposed pricing for client and estimated profit. This budget plan has to be reviewed and
agreed by all other departments, especially the logistic department. The project manager
and the external liaison team will liaise with the client to confirm on the pricing and
revised the plan if necessary. Upon endorsement of contract, client will be invoiced with
60% of the contracted price and remaining balance on a later date. To ensure a flow cash
flow, the estimated date of payment received from client is scheduled to be ahead of the
estimated date of payment payable to the external parties. By doing so, we can be ensured
that our finance department have the cash available for any out-going payment required,
if the budget is well-maintained.
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AC (4.3): M ake justified recommendations for improvements to the project.
Based on our experience, one of the factors that can cause an event to fail is due to the
client’s expectation and requirement. Although being contracted, most clients have the
habits of making last minutes changes to the theme or requirements. If the project
manager fails to cater sufficient timeline within the project scheduling, the project will
fail either in terms of meeting the deadline or meeting the client’s expectation. As the old
saying goes “Customer is always right”, we have to anticipate any changes, which our
client will have and ensure that there is always sufficient time to work on the changes
incurred.
To avoid the unpleasant situation, it is the responsibility of our external liaison team to be
in constant contact with our client, updating them on our current process and informing
that the upcoming process. This allows our client to alert us before hand on the changes,
which they have in mind. Also, external liaison team will constantly remind the client on
the timeline given to them for making changes before we execute each important activity
like design of gifts or arrangement of floor plan. Meanwhile, we will be closely
monitoring the timeline and progress advancement that set by us internally in order to
have more buffers when required as well as from our clients. This is to prevent us from
having any hiccups or letting our clients to have any unpleasant experience with us.
Building a good rapport with clients will enable us to give them a sense of satisfactory
and that is what our company have been emphasizing.
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AC (5.1): P roduce a report of all project procedures used.
Before the project commence, the event manager and the team members are identified as
early as possible. This is because the team members are chartered from various
departments in the company. Early identification allows event manager and department
managers to manage work load of the team members. In the company, the matrix
functional structure is always adopted. Employees from various departments are assigned
to be team members in project teams. This is because they are in the best position to
assist the project team in their primary scope of work. Hence, for example, an accountant
is assigned to manage financial accounting and payments for the event. With all the
required staffing, the Organization Breakdown Structure (OBS) provides the reporting
structure for the project. Importantly, it identifies the all group members, stake holders
and management. It is the structure that to organize the project team. The organization
structure provides one of the fundamental structures to support the project through its
project cycle.
From the PPL listed, the Work Breakdown Structure (WBS) is used to assist the project
team to allocate budget, assign tasks and scheduling. It is also developed to provide an
effective visual overview of identifying of tasks, statuses and task owner. The WBS
diagram, as below, is divided in four main categories of work – Venue Setup,
Entertainment, Food and Beverage and Industrial Relations. Industrial Relationship is an
important component to ensure continuous communication with the clients,
understanding and managing client’s requirements, and translating into time, cost and
tasks. In addition, task owners help to market the company’s services. Another category,
Venue Setup, is essential as the foundation for the rest of the activities to fall in-place.
Achieving the theme at the beach is unique and challenging, and requires a lot of
resources. The entertainment category also consists of resources. It is also the key
performance indicator for our company to make the mark in Hitacha and their business
partners. The fourth category is Food and Beverages, which is baseline for customer
satisfaction.
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Each category of work in the WBS is further broken down into sub-categories and
eventually into tasks. WBS dictionary and WBS package compliments by further
elaborating on the tasks. The WBS dictionary defines the tasks, task requirements and
expectations in the WBS. The WBS package states the critical information about
completing the task. Such critical information includes the dates for commencement and
completion, task owner, allocated budget and conditions. The comprehensive WBS helps
the event manager to identify the tasks which are critical to fulfil the requirements for
each system or activity. During the initiation ceremony, the WBS will be signed off by
the process owners, signifying top management’s recognition and commitment to the
team members. Intangibly, the signing-off event harnesses organizational commitments
from task owners. The WBS will be placed on the company’s server for easy access to all
team members and top management. This enhances communication and better
understanding among top management and project team.
From the work breakdown structure (WBS), the project manager will allocate the
members with responsibility that suit the team member’s capability. Based on their job
scope, each member will attempt to assist the client’s D&D committees in their concept
planning, coordinating, and sourcing for alternative resources during the implementation
period. The purpose is to show our clients what we are capable of. As one of the main
objective to the create the special effects for the theme, it is essential for the logistic team
to design and build the special effects lighting in order to lift up the atmosphere and the
moods of the audiences. The setting of the special effect and lighting will be pre set up
and test during the rehearsal, prior to the actual event.
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AC (5.2): P resent the outcomes of the project to an audience using an agreed format
and appropriate.
A competent project manager is selected to lead the biggest event for our company. It
will be an opportunity to develop the company’s profile and improve reputation. With
commitment from top management, the project manager leads the team in proposing a
unique and feasible theme to clinch the deal. To ensure highest success rate, the project
managers will develop a detailed and comprehensive project development plan. Risks
will be identified and mitigated. Control measures will be put in-place to monitor and
react to problems as soon as possible.
The accomplishment of this project provides many benefits to the company. Besides
having a higher reputation for events planning services, there will be a boost in
company’s revenue and sense of achievement in employees. Essential to the growth of
the company, the knowledge management processes will aid future project teams in
managing similar projects, improving cost effectiveness and work efficiency.
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References:
Forsberg, K. & Mooz, H. & Cotterman, H., 2005. Visualizing Project Management. 3rd
ed. USA: John Wilsey & Sons, Inc.
Allen, J., 2004. Marketing Your Event Planning Business. Canada: John Wilsey & Sons,
Inc.
Rounds, M., 2004. Common Sense Project Management. UK: Prentice Hall.
Young, T.L., 2001. Implementing Projects. London: The Industrial Society.
Phillips, J.J. & Zuniga L., 2011. Cost and ROI. USA, John Wilsey & Sons, Inc.
http://wiki.answers.com/Q/What_are_the_factors_affecting_business_decisions
http://www.ehow.com/how_5936144_monitor-project-progress.html
http://www.management-hub.com/project-plan-implementation.html
http://www.projecttimes.com/articles/10-steps-to-creating-a-project-plan.html
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