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.!) "roduce a specification for an a#reed project to implement a new product
service or process
AC (2.1) "roduce a project plan for an a#reed project.
AC (2.2) $atch appropriate resources to the project.
AC (2.!) Cost all resources re%uired for implementin# a project.
AC (2.&) A#ree timescales for the mana#ement and implementation of a project.
AC (2.') "lan an appropriate strate#y for the implementation of a project.
AC (!.1) (mplement a project in accordance with an a#reed specification.
AC (!.2) Develop appropriate measures to monitor and evaluate pro#ress and
)utcomes.
AC (!.!) $onitor the implementation of the project.
AC (&.1) Analyze the outcomes of a project in terms of the ori#inal project
specification.
AC (&.2) *valuate the outcomes of a project.
AC (&.!) $a+e justified recommendations for improvements to the project.
AC ('.1) "roduce a report of all project procedures used.
AC ('.2) "resent the outcomes of the project to an audience usin# an a#reed format
and appropriate.
Note: The Chosen Organization for the Assignment.
Happy Heart Events Management Private Limited
,appy ,eart *vents $ana#ement "rivate -imited has or#anized more than hundreds
events of various types li+e Annual Dinner and Dance events weddin# and
solemnization occasions product launch functions openin# ceremonies seminars
e.hibitions and carnivals which mostly involved 1'/ 0 !// personnel per event. )ur
company provides customized strate#ic event e.periences where #uests connect with our
clients1 brands and products in ways that are personally relevant and memorable. )ur
team offers the creative vision professionalism and event e.pertise to create winnin#
events 2 with a constant eye towards detail %uality ori#inality and results. 3ased on
devotion in our mission and job. 4ith hi#h levels of professionalism and commitment
we are well2trusted by our clients. 3uildin# our #ood reputation of e.cellent plannin# and
or#anization s+ills this reputation comes with our e.perience teams of more than a
decade of e.periences and the project mana#er well versed s+ills in project plannin# and
mana#ement.
)ur company5s vision is to be the preferred event plannin# company in 67. )ur current
business strate#y is to create a new mar+et and as well as establish lon# lastin#
relationship with clients5 with a clear well defined business plan objectives and financial
criteria. 4e provide total solutions for event ran#in# from all sizes sophistication and
lo#istic supports to mar+etin# and public relations function to ensure every aspect and
component is strate#ically put in place to deliver the best results. 4ith an e%uipment of
#ood #rasp of the strate#ic mar+etin# and advertisin# s+ill we will be able to understand
and fulfill our clients5 e.pectations and re%uirements. )ur company motto is to be
responsive towards the %ueries and professionally address the issues that our clients have.
4e adopt a strate#ic desi#n and plannin# process to attain the most satisfactory results
with a well2mana#ed timeline.
2
4ith all the successes and e.periences on small scale events we are currently presented
with the brea+2throu#h opportunity of mana#in# ,iticha 8roup5s annual Dinner and
Dance. ,iticha 8roup is an internationally reputable or#anization this project will enable
us to prove our capability in handlin# multi2national company5s event. Also this project
will put our reputation to the tou#hest test.
!
Ta!e of Contents
Task Topic Page
AC (1.1)
Analyze the factors that contribute to the process of project
selection.
9
AC (1.2)
Develop outline project specifications for the implementation of a
new product service or process.
:
AC (1.!)
"roduce a specification for an a#reed project to implement a new
product service or process
;
AC (2.1) "roduce a project plan for an a#reed project. 12
AC (2.2) $atch appropriate resources to the project. 19
AC (2.!) Cost all resources re%uired for implementin# a project. 1;
AC (2.&)
A#ree timescales for the mana#ement and implementation of a
project.
1<
AC (2.') "lan an appropriate strate#y for the implementation of a project. 21
AC (!.1) (mplement a project in accordance with an a#reed specification. 2!
AC (!.2)
Develop appropriate measures to monitor and evaluate pro#ress and
)utcomes.
2'
AC (!.!) $onitor the implementation of the project. 2:
AC (&.1)
Analyze the outcomes of a project in terms of the ori#inal project
specification.
2<
AC (&.2) *valuate the outcomes of a project. !/
AC (&.!) $a+e justified recommendations for improvements to the project. !1
AC ('.1) "roduce a report of all project procedures used. !2
AC ('.2)
"resent the outcomes of the project to an audience usin# an a#reed
format and appropriate.
!&
2 =eference !'
&
AC "#.#$: A na!yze the factors that contri%te to the process of pro&ect se!ection.
Techno!ogica! factor
Advances in technolo#y can help improve productivity of labor also as reduce
transportation costs distribution costs communication costs and production costs.
*.amples of it include chan#es that affect the production and distribution of a product or
services.
Economic factor
*conomic 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 ris+s and even deters investment. *.amples of it include national income
ta.ation policy forei#n e.chan#e policy inflation rate etc.
Physica! factor
(t refers to the physical location and natural environment which directly affects the
economic development of the countries or a re#ion. A favorable physical environment
with well2planned infrastructures li+es the airport and transport facilities can attract firms.
'ocia! and c%!t%ra! factor
>ocial factor affects the productivity and labor supply. *.amples of it include the
population structure lan#ua#e ability education level etc. Cultural factor affects trhe
taste and preferences of costumers. *.amples of it include whether a country encoura#e
women to #o out and wor+ and emphasis on virtue of hard wor+.
Po!itica! factor
?his is related to the political system laws and re#ulations of a country. "olitical systems
can be classified as authoritarian and democratic. -aws and re#ulations1 e.amples include
licensin# laws customer laws and labor laws and licensin# re#ulations. A country with
sound le#al system and stable political condition can attract investments as it enhances
investors1 confidence.
'
AC "#.($: ) eve!op o%t!ine pro&ect specifications for the imp!ementation of a ne*
prod%ct+ service or process.
,iticha 8roup is a well2+nown multinational or#anization which specialized in
manufacturin# electronic products for the retail mar+et. 4ith a bud#et of @12////
,iticha 8roup has decided to shortlist our company as the most potential event company
to mana#e their 1'th Annual Dinner and Dance event. 4ith clients5 endorsement it will
be named the A>tarry >tarry Bi#htCCCCD
?he objectives for this project are to provide our new client an e.traordinary Annual
Dinner and Dance and to ma+e an impression in our client for future en#a#ements for
our services. 4ith the or#anizational commitment from top mana#ement to the team
members it lays the fundamental structure for the project mana#er to develop and
e.ecute the project plan.
9
AC "#.,$: P rod%ce a specification for an agreed pro&ect to imp!ement a ne* prod%ct+
service or process.
'cope of the Pro&ect:
,iticha 8roup is a well2+nown multinational or#anization which specialized in
manufacturin# electronic products for the retail mar+et. ,iticha 8roup head2%uarter is
based in Eapan with more than 1/ overseas branches. 675s re#ional office deals with
mar+etin# sales and service support etc. (n December 2/11 ,iticha5s 67 office will host
their 1'th Annual Dinner and Dance event #atherin# appro.imately '// staffs includin#
clients partners as well as business associates. 4ith a bud#et of @12//// ,iticha 8roup
has decided to shortlist our company as the most potential event company to mana#e their
1'th Annual Dinner and Dance event.
From the initial understandin# ,iticha 8roup will li+e to conceptualize their dinner and
dinner as per their latest mar+etin# campai#n 0 -i+e A?he >hootin# >tarD. 4e are tas+ed
to create a theme that chosen embraces #randeur and #lamour at a beach environment
where the party will start from evenin# till the end. ?he underlyin# mission is to create an
environment filled with special activities. 4e hope to provide all #uests and staffs with
the e.perience of an e.traordinary starry beach ni#ht and indul#e in the wonderful and
splendid performances or#anize by our company. 4ith clients endorsement we will name
the event A>tarry >tarry Bi#htCCCCD
O&ective of the pro&ect:
)ur objectives for this project are to provide our new client an e.traordinary Annual
Dinner and Dance and to ma+e an impression in our client for future en#a#ements for
our services. ?his project will be the critical steppin# stone for our company to #ain more
mar+et share. ?he top mana#ement of the company will select the most suitable project
mana#er to lead this project. ?he project mana#er is desirable to be tactful with clients
positive and committed and e.perienced in mana#in# a team to or#anize the lar#er scale
projects. ?he importance of leadership is to or#anize the project team and amplify
commitments in the team members. 4ith the or#anizational commitment from top
:
mana#ement to the team members it lays the fundamental structure for the project
mana#er to develop and e.ecute the project plan.
?he project cycle is the basis for the project mana#er to develop the project plan. ?he
3usiness aspect involves all the operational functions that relatin# to the overall business
mana#ement of the project issues from the perspective of customer mana#ement
justification of the project. 4hereas 3ud#et aspect involve events related to the
re%uisitionin# of the project funds and its mana#ement throu#hout the life of the project
implementation. 4hereas ?echnical aspect identifies the list of activities and events
re%uired to provide the optimum technical solution in the most efficient way. ?he
technical aspect spans from the determination of what our client wants to validation the
project solution that satisfies our clients. ?he below illustration will #ive a more concise
concept on the three aspects from our company perspective on this project.
Business aspect: 3ein# labeled as medium2sized event company we are lac+ of multi2
national company5s event to our portfolio to showcase our success. ?he milestone project
with ,iticha provides us with the opportunity to brea+2throu#h our currently status and to
advance into the multi2national company mar+et. (t is very much critical that we can
clinch this project.
Budget Aspect: A>tarry >tarry Bi#htD is an outdoor event which is also the 1'th years
anniversary celebration of the ,iticha company. (t is e.pected to cater for about '//
#uests. )ur client has mentioned that they will be investin# a considerable sum of
@12//// for this event however they also wish we able to assist them to reduce some
unnecessary cost for this project. 4hile we are aimin# at a forty percents profit from the
entire project we will attempt to assist our client in reducin# their cost. ,owever in
order for our company to have better case flow durin# the implementation period as per
proposed contract the payments will be made to us by 2 installments which is 9/G
follow by &/G of the total proposal cost. ?he first payment will be made to us when we
si#n the official contract while the second payment will be the day after the event. 4ith
;
the first installment bein# received we will have sufficient cash flow to carry out this
project.
Technical Aspect: )ne of the decidin# factor for the project to be considered as successful
lies on the satisfaction of our clients. ?he smile on our client face after the event is the
decidin# factor. )ur challen#e is to ensure that the settin# is to be done as per the
e.pectation of the #iven theme creatin# the ri#ht atmosphere for the #uests within the
#iven timeline.
(n order to meet the above objectives the followin# portions will hi#hli#ht on the each of
the cycles. 3asically 3usiness 3ud#et and ?echnical cycle are each made up of three
periods study implementation and operation periods which will be illustrated in the later
part
Pro&ect management+ p!anning and imp!ementation cyc!e:
"roject mana#ement and plannin# coordinate and optimize the resources necessary to
successfully complete a project. ?he resources referrin# to are manpower s+ills bud#et
commitment systems and e%uipment. 8oal of plannin# is to meet project objectives 2
meetin# company and client1s re%uirements. "roject plan coordinates and optimizes
coordination miti#atin# ris+ and plan for contin#encies. (mportantly it aims to obtain
commitment from team members to see throu#h the project from plannin# to operation
and disposal. ?he plan puts in2place a control system to ensure for accountability of
processes and e.penditure meetin# schedules and clarity.
For the project to be successful and achieve the #iven objectives it is critical to
understand and plan our project cycle. "roject cycle is defined as an orderly se%uence of
inte#rated activities performed in phases leadin# to success (Forsber# $ooz and
Cotterman 2//'). -i+e all projects we will need to brea+ down our project cycle into
three aspects 0 business bud#et and technical. ?he team should see project cycle as the
foundation for achievin# predictable performance which is tailored with special
characteristics. ?he resultant project cycle then becomes the parent or driver of the
<
project5s lo#ic networ+ 0 represented by "*=? and 8AB?? charts that will be developed
durin# the plannin#. (Forsber# $ooz and Cotterman 2//') ?he project cycle should be
planned throu#hout the study period implementation period and operation period.
1/
AC "(.#$: P rod%ce a pro&ect p!an for an agreed pro&ect.
'cope of the Pro&ect:
,iticha 8roup is a well2+nown multinational or#anization which specialized in
manufacturin# electronic products for the retail mar+et. ,iticha 8roup head2%uarter is
based in Eapan with more than 1/ overseas branches. 675s re#ional office deals with
>outh2*ast Asia mar+etin# sales and service support etc. (n December 2/11 ,iticha5s
67 office will host their 1'th Annual Dinner and Dance event #atherin# appro.imately
'// staffs includin# clients partners as well as business associates. 4ith a bud#et of @
12//// ,iticha 8roup has decided to shortlist our company as the most potential event
company to mana#e their 1'th Annual Dinner and Dance event.
From the initial understandin# ,iticha 8roup will li+e to conceptualize their dinner and
dinner as per their latest mar+etin# campai#n 0 -i+e the shootin# star?he >hootin# >tar.
4e are tas+ed to create a theme that chosen embraces #randeur and #lamour at a beach
environment where the party will start from evenin# till the end. ?he underlyin# mission
is to create an environment filled with special activities. 4e hope to provide all #uests
and staffs with the e.perience of an e.traordinary starry beach ni#ht and indul#e in the
wonderful and splendid performances or#anize by our company. 4ith clients
endorsement we will name the event A>tarry >tarry Bi#htCCCCD
O&ective of the pro&ect:
)ur objectives for this project are to provide our new client an e.traordinary Annual
Dinner and Dance and to ma+e an impression in our client for future en#a#ements for
our services. ?his project will be the critical steppin# stone for our company to #ain more
mar+et share. ?he top mana#ement of the company will select the most suitable project
mana#er to lead this project. ?he project mana#er is desirable to be tactful with clients
positive and committed and e.perienced in mana#in# a team to or#anize the lar#er scale
projects. ?he importance of leadership is to or#anize the project team and amplify
commitments in the team members. 4ith the or#anizational commitment from top
11
mana#ement to the team members it lays the fundamental structure for the project
mana#er to develop and e.ecute the project plan.
?he project cycle is the basis for the project mana#er to develop the project plan. ?he
3usiness aspect involves all the operational functions that relatin# to the overall business
mana#ement of the project issues from the perspective of customer mana#ement
justification of the project. 4hereas 3ud#et aspect involve events related to the
re%uisitionin# of the project funds and its mana#ement throu#hout the life of the project
implementation. 4hereas ?echnical aspect identifies the list of activities and events
re%uired to provide the optimum technical solution in the most efficient way. ?he
technical aspect spans from the determination of what our client wants to validation the
project solution that satisfies our clients. ?he below illustration will #ive a more concise
concept on the three aspects from our company perspective on this project.
Business aspect: 3ein# labeled as medium2sized event company we are lac+ of multi2
national company5s event to our portfolio to showcase our success. ?he milestone project
with ,iticha provides us with the opportunity to brea+2throu#h our currently status and to
advance into the multi2national company mar+et. (t is very much critical that we can
clinch this project.
Budget Aspect: A>tarry >tarry Bi#htD is an outdoor event which is also the 1'th years
anniversary celebration of the ,iticha company. (t is e.pected to cater for about '//
#uests. )ur client has mentioned that they will be investin# a considerable sum of @
12//// for this event however they also wish we able to assist them to reduce some
unnecessary cost for this project. 4hile we are aimin# at a forty percents profit from the
entire project we will attempt to assist our client in reducin# their cost. ,owever in
order for our company to have better case flow durin# the implementation period as per
proposed contract the payments will be made to us by 2 installments which is 9/G
follow by &/G of the total proposal cost. ?he first payment will be made to us when we
si#n the official contract while the second payment will be the day after the event. 4ith
12
the first installment bein# received we will have sufficient cash flow to carry out this
project.
Technical Aspect: )ne of the decidin# factor for the project to be considered as successful
lies on the satisfaction of our clients. ?he smile on our client face after the event is the
decidin# factor. )ur challen#e is to ensure that the settin# is to be done as per the
e.pectation of the #iven theme creatin# the ri#ht atmosphere for the #uests within the
#iven timeline.
(n order to meet the above objectives the followin# portions will hi#hli#ht on the each of
the cycles. 3asically 3usiness 3ud#et and ?echnical cycle are each made up of three
periods study implementation and operation periods which will be illustrated in the later
part
Pro&ect management+ p!anning and imp!ementation cyc!e:
"roject mana#ement and plannin# coordinate and optimize the resources necessary to
successfully complete a project. ?he resources referrin# to are manpower s+ills bud#et
commitment systems and e%uipment. 8oal of plannin# is to meet project objectives 2
meetin# company and client1s re%uirements. "roject plan coordinates and optimizes
coordination miti#atin# ris+ and plan for contin#encies. (mportantly it aims to obtain
commitment from team members to see throu#h the project from plannin# to operation
and disposal. ?he plan puts in2place a control system to ensure for accountability of
processes and e.penditure meetin# schedules and clarity.
For the project to be successful and achieve the #iven objectives it is critical to
understand and plan our project cycle. "roject cycle is defined as an orderly se%uence of
inte#rated activities performed in phases leadin# to success (Forsber# $ooz and
Cotterman 2//'). -i+e all projects we will need to brea+ down our project cycle into
three aspects 0 business bud#et and technical. ?he team should see project cycle as the
foundation for achievin# predictable performance which is tailored with special
characteristics. ?he resultant project cycle then becomes the parent or driver of the
1!
project5s lo#ic networ+ 0 represented by "*=? and 8AB?? charts that will be developed
durin# the plannin#. (Forsber# $ooz and Cotterman 2//') ?he project cycle should be
planned throu#hout the study period implementation period and operation period.
1&
AC "(.($: M atch appropriate reso%rces to the pro&ect.
>-. Deliverable Huantity "urpose
1.
Contract of service provision 1 set *vent >etup
2.
Ienue for conduct of event 1 set *vent >etup
!.
?enta#e for conduct of event 1 set *vent >etup
&.
>ta#e in tenta#e 1 set *vent >etup
'.
Activities area 1 set *vent >etup
9.
Dinin# area 1 set *vent >etup
:.
8ames booths 9 3ooths *vent >etup
;.
"ot2flower J plants ?3C Decoration
<.
Directional si#ns ?3C -o#istic
1/.
$obile #enerator 2 "ower supply
11.
"rizes for #ames ?3C -o#istic
12.
Customized #ift ?3C -o#istic
1!.
Customized balloon ?3C Decoration K special effects
1&.
(nvitation card ''/ -o#istic
1'.
-icense for usa#e of copyri#ht media 1 >pecial effects
19. *i#ht2Course Dinner with alcoholic
and non2alcoholic drin+s
1 Dinner
1:. Audio system amplifier 1 >pecial effects
1'
1;.
Audio $i.er J e%ualizer 1 >pecial effects
1<.
>pea+ers with stand 9 >pecial effects
2/.
4ireless microphones with stand & >pecial effects
21.
4ireless microphones (hands2free) 2 >pecial effects
22.
Audio ?echnician & >pecial effects
2!.
Dancin#2man tube 9 >pecial effects
Continued
>-. Deliverable Huantity "urpose
2&.
City color architectural li#htin#s & >pecial effects
2'.
$AC2:// intelli#ent spot li#htin#s 1/ >pecial effects
29. AI)-(?* "*A=- 2///
intelli#ent sta#e li#htin# controller
1 >pecial effects
2:. Di#ital video camera with camera
man
1 3roadcastin#
2;.
=ear screen projectors 9 >pecial effects
2<.
"hoto#rapher 2 "hoto#raphy
!/.
*mcee 2 *ntertainment
!1.
>tandup comedy 1 7umar 2 2/ mins
!2.
>in#in# 1 )livia )n# 2 ! son#s
!!. A!2size poster !/ Decoration
19
!&.
3anner (&ft by 2by) ! Decoration
!'.
3anner (9ft by !ft) ! Decoration
!9.
-ive Feed "hoto >hoot 1 Decoration
!:.
?attoo Dauber 1 *ntertainment
!;.
4ho Dares ?o 4in #ames 2 *ntertainment
!<.
$a#ic "erformance 1 *ntertainment
&/.
3han#ara Dancers 1 *ntertainment
&1.
>haolin $atri. 1 *ntertainment
&2.
>treet fusion 1 *ntertainment
&!.
Confetti cannon 1/ *ntertainment
&&.
Carbon desire ?3C *ntertainment
1:
AC "(.,$: C ost a!! reso%rces re-%ired for imp!ementing a pro&ect.
'L. )etai! )escription Proposa! to C!ient ".$ Cost ".$ Profit ".$
#.
"rovision of >ta#e J deco for event
inclusive ofL Food Caterin# at events
hall for '// pa.
2:'// 2//// :'//
(A) Portable rental stage 9,500 5,000 4,500
(B) 1 set of di!ension Bac"drop
and entrance speciall# design for
e$ent
%,500 ,500 ,000
(&) 'ecoration of e$ent areas 5,500 (,000 ,500
'.
Audio Iisuals "roductions inclusive
of electricity supply
1;/// 9/// 12///
9. "hoto#raphy and Iideo#raphy !'// 2'// 1///
:. *$C** and show productions &'// 2;// 1://
;.
Celebrity Acts 0 7umar J )livia
)n#
''// 2;// 2://
<. -icenses and Fees 1/// !// ://
1/. "romotion of *vent 1/// '// '//
11. "re Dinner *ntertainments !'// 2/// 1'//
12. >pectacular >pecial *ffects &/// 2'// 1'//
1!.
"rofessional *vents $#mt.
($anpower Cost)
1//// 9/// &///
1&.
Fi.ed hidden cost inclusiveL wa#es
project incentives for staffs
transports allowances etc
BKA 29// (29//)
1'.
Iarious hidden cost inclusiveL
printin# entertainment fees )?
wa#es etc
BKA 1'// (1'//)
Tota! #//+/// 0/+/// 1/+///
1;
AC "(.1$: A gree timesca!es for the management and imp!ementation of a pro&ect.
'L. Tas2 Name )%ration 'tart )ate 3inish )ate
#.
>?A=? / days 1;2>ep 1;2>ep
2.
$eet clients for theme and bud#et 1 day 1;2>ep 1;2>ep
!.
First bud#et draftin# 2 days 1<2>ep 222>ep
&. 3rainstormin# for pro#ram activities J
#ames
2 days 2!2>ep 2&2>ep
'.
"roposed ideas and venue 2 days 2'2>ep 292>ep
9.
source %uotation ! days 2<2>ep /12)ct
:.
*valuation of bud#et 1 day /22)ct /22)ct
;.
se#re#ation of tas+ for proposal 2 days 2<2>ep !/2>ep
<.
consolidation of information 1 day /12)ct /12)ct
1/.
confirmation of final proposal 1 day /!2)ct /92)ct
11. final bud#et draft J brea+down bud#et
draft
1 day /92)ct /:2)ct
12.
presentation to client 1 day /:2)ct /;2)ct
1!. ne#otiation with client J revision of
proposal
! days /;2)ct 1!2)ct
1&. finalization of proposal and theme
concept
1 day 1!2)ct 1&2)ct
1'.
draft a#reement 1 day 1&2)ct 1'2)ct
19.
le#al consultant 2 days 1'2)ct 1:2)ct
1:.
endorsement of contract 1 day 1:2)ct 2/2)ct
1;.
receive of first payment : days 2/2)ct 2<2)ct
1<. source of venue 2 days 1&2)ct 192)ct
1<
2/.
tentative boo+in# of venue 1 day M192)ct 1:2)ct
21.
confirmation of venue 1 day 2<2)ct !/2)ct
22.
selection of "roject ?eam member 2 days 2/2)ct 222)ct
2!.
formation of sub team 1 day 222)ct 2!2)ct
2&.
desi#n of #ames and activities 2 days !12)ct /&2Bov
Continued
'L. Tas2 Name )%ration 'tart )ate 3inish )ate
(4.
site visit to the venue 1 day !/2)ct !12)ct
29.
desi#n of #eneral floor plan ' days !12)ct /:2Bov
2:.
desi#n of sta#e and dinner table layout ! days /:2Bov 122Bov
2;.
booths and #ame activities layout ! days /:2Bov 122Bov
2<.
cable and power point layout ! days 122Bov 1:2Bov
!/. verify no. of pot2flower J balloons
re%uired
2 days 1:2Bov 1<2Bov
!1.
desi#n of si#na#e 2 days 1<2Bov 212Bov
!2.
confirmation of contractor 1 day 1:2Bov 1;2Bov
!!.
preparation of construction material : days 212Bov /22Dec
!&. construction of tent a#e and power
cables
1 day /22Dec /!2Dec
!'.
selection of prizes and #ifts ! days /&2Bov /:2Bov
!9.
desi#n of customized #ift & days /:2Bov 1!2Bov
!:.
ma+in# of customized #ift and balloons : days 1<2Bov 2;2Bov
2/
!;.
collection of customized item 2 days 2;2Bov /22Dec
!<.
desi#n of invitation card ! days 2!2)ct 2;2)ct
&/.
printin# of invitation card ' days 2;2)ct /&2Bov
&1.
sendin# of invitation card to client 1 day /&2Bov /'2Bov
&2.
application of re%uired license ; days /:2Bov 1<2Bov
&!.
selection of food caterer 2 days 2!2)ct 2:2)ct
&&.
food tastin# with client ' days 2:2)ct /!2Bov
&'.
confirmation of food caterer 1 day /!2Bov /&2Bov
&9.
source of entertainers 1/ days /&2Bov 1;2Bov
&:.
confirmation of entertainers ' days 1;2Bov 2'2Bov
&;.
desi#n of entertainer dressin# ' days 2'2Bov /22Dec
&<.
=ehearsal ' days /!2Dec 1/2Dec
'/.
Actual day of event / days 1/2Dec 1/2Dec
21
AC "(.4$: P !an an appropriate strategy for the imp!ementation of a pro&ect.
3%nctions of strategy p!anning:
1. "lannin# a vital aspect of mana#ement serves several important functions.
2. (t provides basis for or#anizin# the wor+ on the project and allocatin#
responsibilities for the individuals.
!. (t is a means of communication and coordination between all those involved in
the project.
&. (t induces the people to loo+ ahead.
'. (t instills a sense of ur#ency and time consciousness.
9. (t establishes the basis of monitorin# and control.
Areas of strategy p!anning:
1. "lannin# the project wor+.
2. "lannin# the resources and or#anization.
!. "lannin# the money.
&. "lannin# the information system.
'teps in pro&ect strategy p!anning:
1. >ettin# the project objectives.
2. (dentifyin# the wor+ activities.
!. Creatin# the project or#anization.
&. "reparin# project schedule.
'. $a+in# bud#et and resource plan.
9. "reparin# forecast of time wor+ cost and performance projections.
Pro&ect o&ectives and 'trategies:
)ften the focus of project plannin# is on %uestions li+e who does what and when. 3efore
such operational plannin# is done the objectives and policies #uidin# the project
plannin# e.ercise must be articulated. ?he %uestions to be answered in this conte.t hereL
1. 4hat are the technical and performance objectivesN
22
2. 4hat are the time and cost #oalsN
!. ?o what e.tent should the wor+ be #iven outside contractorsN
&. ,ow many contractors should be terms of contractN
4ell2defined objectives and policies serve as the framewor+ for the decisions to be made
by the project mana#er. ?hrou#hout the life of a project he has to see+ a compromise
between the conflictin# #oals of technical performance cost standard and time tar#et.
5or2 rea2do*n str%ct%re:
?he wor+ brea+down structure as its name su##ests represents a systematic and lo#ical
brea+ down of the project into its component parts. ?hus brea+down structure helps inL
1. *ffective plannin# by dividin# the wor+ into mana#eable elements which can be
planned bud#eted and controlled.
2. Assi#nment of responsibility for wor+ elements to project personnel and outside
a#encies.
!. Development and control and information system.
Essentia!s strategies for s%ccessf%! pro&ect imp!ementation:
1. Ade%uate formulation.
2. >ound project or#anization.
!. "roper implementation plannin#.
&. Advance action.
'. ?imely availability of funds.
9. 3etter contract mana#ement.
:. *ffective control and monitorin# the pro#ress of the project.

2!
AC ",.#$: 6 mp!ement a pro&ect in accordance *ith an agreed specification.
6mp!ementation Period:
As the project moves into the implementation period the project mana#er needs to
translate or#anizational business strate#y into directions and instructions to the project
team. ?his is a critical tas+ for the project mana#er. 4hen the scope of underta+in# is as
clear as crystal the team can focus and optimize resources to achieve the stated
objectives. Althou#h timeline and bud#et #iven may be ti#ht the project mana#er should
not compromise the %uality of the event. (nstead he is re%uired to mana#e the ris+
involved K assessed in the project. ?he project ris+ mana#ement will be discussed in detail
in the later part.
As bud#eted this project will re%uire us to be spendin# a considerable sum of moneyO
therefore the project mana#er can try to improve relationship with our entertainers
suppliers and venue owners while bar#ainin# for the best value contract for the project.
For e.ample we will be en#a#in# famous celebrities li+e 7urman and >(B8*= 0 to
ma+e the event loo+s presti#ious it will be promotes the company5s ima#e if the
celebrities are to comment well on our project. Also the project mana#er will need to
ensure that the project is proper licensed with the ri#hts to play music $?I or firewor+s.
?he concept of this arran#ement is because our client ,iticha 8roup will be invitin#
their top clients and business associates from the re#ion to attend this event. ?herefore it
is critical for the project mana#er to ma+e the event #rand so that the #uests will feel the
importance of their presence in this event which is the primary reason. ?his will ensure
these top clients and business associates to feel pampered and indul#ed themselves durin#
the entire event. $eanwhile we would be able to build rapport between us and the #uest
as this will aid in our business e.pansion throu#h the conduit of our customers5
networ+in# as well as enable us to e.plore the opportunity to #ain more sales pipelines
for future projects.
2&
-astly the business decision #ates lie on the shoulder of the project mana#er with the
assistant of the advisory panel. ?hey should be informed with any hiccups or chan#es
durin# the project. ?he project mana#er needs to be in control and stay in control while
overseein# the overall activities.
Operation Period:
Durin# the rehearsal and the day of the event we continue to liaise with contractors for
on2site 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. ?he evaluation
will aid the company to retain and improve industrial relationship with reliable
contractors. For cost effectiveness and ensure reliability our top mana#ement may
consider ne#otiatin# for a term contact with selected contractors.
After the successful conduct of the event the project team will be #atherin# client5s
feedbac+. "roject $ana#er will also consolidate lessons learnt for better improvements in
future events. A final evaluation is whether +ey performance indicators such as meetin#
company5s objectives are met. ?his report will aid in faster evaluation on feasibility for
similar projects.
2'
AC ",.($: ) eve!op appropriate meas%res to monitor and eva!%ate progress and
o%tcomes.
As mentioned in the ris+ mana#ement it is important that the project is closely
monitored. ,owever the rationale of havin# a project trac+in# and reviewin# process is
to ensure the four major project variables 0 performance cost time and scope are been
ta+en care of and well monitored by our company throu#hout the whole project. ?his is
important especially when the project has advanced to the phase of performance havin# a
consistent and constant flow of information on the actual and accurate status of the
project would be essential. Furthermore reviewin# also play an important role in wor+in#
hand in hand with both trac+in# and monitorin# as well in the project. ?his is to ensure
all issues have been addressed durin# the process.
?he +ey elements in the project that are re%uired for trac+in# purpose includeL
P >cope of 4or+
P "roject Functional
P >uccess Factors
P 4or+ 3rea+down >tructure (43>) 0 Activity list and networ+
P 4or+ "ac+a#es for critical path tas+s to develop an additional level of detail
P 3ud#ets and *stimates
P $aster and supportin# schedules
P Financial and fundin# plans
P Huality and Confi#uration $ana#ement "lans
P >ta+eholder Analysis includin# mana#ement and clients
?he $ana#ement functions of trac+in# and monitorin# are indispensable to the effective
and efficient control of the project. (n another word trac+in# is been defined as the fact
findin# process whereas monitorin# is the analysis of these facts. 3oth are re%uired for
the mana#ement of the project.
29
?he Card2)n24all (C)4) methodolo#y will be used durin# the implementation period
to facilitate monitorin# of the overall pro#ress. )3> 43> ""- networ+ dia#rams
estimated bud#et allocation and schedules usin# "*=? and C"$ will be made available
on the server. ?his is to facilitate easy access for the top mana#ement and project team. (n
addition team members will be submittin# 4ee+ly 6pdate =eports (46=) to the project
mana#er. ?he 46= is a simple report that reports the status of the each tas+ the tas+
owner and the e.pected time of completion. ?eam members may include pictures or use
any means to provide these information. ?eam members are encoura#ed to do open
reportin# on any problems especially problems that occur in the critical path. ?he "roject
mana#er is e.pected to loo+ into the problems and resolve it as soon as possible. (f
further endorsement is re%uired the "roject $ana#er is encoura#ed to approach the top
mana#ement such as the Chief )perations )fficer (C))). ?he "roject $ana#er will also
be providin# a fortni#htly report to the C)). ?he report focuses on the planned schedule
and e.penditures a#ainst the actual schedule pro#ress and e.penditure. ?he chan#es in
client5s re%uirements and the related actions ta+en are also reported in this report.
2:
AC ",.,$: M onitor the imp!ementation of the pro&ect.
?he most dreadful incident that could happen to an event company is failin# to meet the
deadline #iven by our clients. (n our case the entire team is to wor+ closely and
effectively to ensure that this event will be ready by 1/th Dec 2/11 2 as set by our client.
(n order to reduce the possibilities of failin# to meet the deadline we have planned out
the schedulin# of each activity the inter2relationship of individual activity and #iven a
timeline to each activity. ,owever accordin# to our "*=? calculation there is a
possibility that our project can be delayed by &.1& days. ?herefore the project is to be
completed on &th Dec 2/11 which is & wor+in# days before the actual event. ,ence we
have planned the rehearsal to be held on !rd Dec 2/11 with ' days of time allowance for
completion.
*ven with additional time allowance we can still be in the dan#er of failin# to meet the
deadline if each activity is not carried out within their #iven timeline specially the
activities found within the critical path. >ince we are unable to forecast or prevent
mishaps we have opted to be safe than sorry. 4hile we are wor+in# out on the 8antt
chart we have #iven more timeline to activities which have more li+elihood to be
delayed.
4ith reference to the above networ+ dia#ram and #rant chart we have noticed that there
is a timin# lapse between both the critical path and non2critical path. (n another word
there mi#ht be some delays that hold up or slow down the whole process. ,ence for
e.ample the construction of tenta#e and installation of power cable are the activities
which fall under the critical path. ?hese two activities supposedly to be completed by !rd
Dec 2/11. ,owever due to unforeseeable circumstances li+e rainin# on the day that we
plan to set up of tenta#e. ?his will eventually leads to the delay of settin# up the tenta#e
and delay in installation of sound systems and sta#e setup etc. ?he whole process is
disrupted which causes the plannin# to be delayed as well as affected the whole pro#ress
of implementation process. ?hus our deadline mi#ht not be meets as result we are not
2;
able to complete the project as schedule or plan. 4hereas the non critical path activity
li+e collection of customized #ifts have been deferred to another date due to the delay in
shipment that causes the ori#inal collection date schedule to be delayed rather than
completed by 2nd Dec 2/11 2 the actual collection date. 3ut it does not disrupt the
whole pro#ress as the other functions still able to carry out without delay. ,ence
precautionary measurement has been ta+en into account as we arran#ed the tenta#e 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 li+e rainin#. ?he early setup of tenta#e will act as a
buffers this is to prevent unforeseeable circumstance for disruptin# the pro#ress or delay
of the whole process.
4ith the above precautionary measurements we believed that we will be able to meet our
deadline or finish the event early which won5t fail the e.pectation that our clients have in
us.
2<
AC "1.#$: A na!yze the o%tcomes of a pro&ect in terms of the origina! pro&ect
specification.
?he accomplishment of this project provides many benefits to the company. 3esides
havin# a hi#her reputation for events plannin# services there will be a boost in
company5s revenue and sense of achievement in employees. *ssential to the #rowth of
the company the +nowled#e mana#ement processes will aid future project teams in
mana#in# similar projects improvin# cost effectiveness and wor+ efficiency.
!/
AC "1.($: E va!%ate the o%tcomes of a pro&ect.
)ne of the main concerns with re#ards to this project is on the accuracy of the project5s
bud#etin# plan. ?he objective is to create an accurate and well monitored bud#et plan in
order to reduce the ris+ of #ettin# into cash flow difficulties or over2spendin# the #iven
bud#et.
(n order to meet the clients e.pectation and #iven event theme we will be en#a#in#
e.ternal companies to perform several activities and to custom2ma+e #ifts and decoration
items. As we have forecasted that the number of items re%uired and its %uantity and
%uality re%uired may varies it is critical for our lo#istics and e.ternal liaison team to be
precise on the %uotations #athered durin# the sourcin# phase in the study period. >uch
variable cost includes the entertainers5 fees cost to customize2ma+e items cost of
construction cost of printin# and cost of e.ternal manpower. ?he lo#istic team is to
tabulate a project product list as accordin# to projected %uantity and %uality. 4henever
there is any update or chan#es to the project product list our lo#istic team is to notify the
finance department. ?he finance department5s role is to control and monitor the
bud#etin#. 4e will discuss on the methods of monitorin# in the later part.
3ased on the information and %uotation #athered the finance department to#ether with
the project mana#er will draft out a bud#et proposal which include the project cost
proposed pricin# for client and estimated profit. ?his bud#et plan has to be reviewed and
a#reed by all other departments especially the lo#istic department. ?he project mana#er
and the e.ternal liaison team will liaise with the client to confirm on the pricin# and
revised the plan if necessary. 6pon endorsement of contract client will be invoiced with
9/G of the contracted price and remainin# balance on a later date. ?o 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 e.ternal parties. 3y doin# so we can be ensured
that our finance department have the cash available for any out2#oin# payment re%uired
if the bud#et is well2maintained.
!1
AC "1.,$: M a2e &%stified recommendations for improvements to the pro&ect.
3ased on our e.perience one of the factors that can cause an event to fail is due to the
client5s e.pectation and re%uirement. Althou#h bein# contracted most clients have the
habits of ma+in# last minutes chan#es to the theme or re%uirements. (f the project
mana#er fails to cater sufficient timeline within the project schedulin# the project will
fail either in terms of meetin# the deadline or meetin# the client5s e.pectation. As the old
sayin# #oes ACustomer is always ri#htD we have to anticipate any chan#es which our
client will have and ensure that there is always sufficient time to wor+ on the chan#es
incurred.
?o avoid the unpleasant situation it is the responsibility of our e.ternal liaison team to be
in constant contact with our client updatin# them on our current process and informin#
that the upcomin# process. ?his allows our client to alert us before hand on the chan#es
which they have in mind. Also e.ternal liaison team will constantly remind the client on
the timeline #iven to them for ma+in# chan#es before we e.ecute each important activity
li+e desi#n of #ifts or arran#ement of floor plan. $eanwhile we will be closely
monitorin# the timeline and pro#ress advancement that set by us internally in order to
have more buffers when re%uired as well as from our clients. ?his is to prevent us from
havin# any hiccups or lettin# our clients to have any unpleasant e.perience with us.
3uildin# a #ood rapport with clients will enable us to #ive them a sense of satisfactory
and that is what our company have been emphasizin#.
!2
AC "4.#$: P rod%ce a report of a!! pro&ect proced%res %sed.
3efore the project commence the event mana#er and the team members are identified as
early as possible. ?his is because the team members are chartered from various
departments in the company. *arly identification allows event mana#er and department
mana#ers to mana#e wor+ load of the team members. (n the company the matri.
functional structure is always adopted. *mployees from various departments are assi#ned
to be team members in project teams. ?his is because they are in the best position to
assist the project team in their primary scope of wor+. ,ence for e.ample an accountant
is assi#ned to mana#e financial accountin# and payments for the event. 4ith all the
re%uired staffin# the )r#anization 3rea+down >tructure ()3>) provides the reportin#
structure for the project. (mportantly it identifies the all #roup members sta+e holders
and mana#ement. (t is the structure that to or#anize the project team. ?he or#anization
structure provides one of the fundamental structures to support the project throu#h its
project cycle.
From the ""- listed the 4or+ 3rea+down >tructure (43>) is used to assist the project
team to allocate bud#et assi#n tas+s and schedulin#. (t is also developed to provide an
effective visual overview of identifyin# of tas+s statuses and tas+ owner. ?he 43>
dia#ram as below is divided in four main cate#ories of wor+ 0 Ienue >etup
*ntertainment Food and 3evera#e and (ndustrial =elations. (ndustrial =elationship is an
important component to ensure continuous communication with the clients
understandin# and mana#in# client5s re%uirements and translatin# into time cost and
tas+s. (n addition tas+ owners help to mar+et the company5s services. Another cate#ory
Ienue >etup is essential as the foundation for the rest of the activities to fall in2place.
Achievin# the theme at the beach is uni%ue and challen#in# and re%uires a lot of
resources. ?he entertainment cate#ory also consists of resources. (t is also the +ey
performance indicator for our company to ma+e the mar+ in ,itacha and their business
partners. ?he fourth cate#ory is Food and 3evera#es which is baseline for customer
satisfaction.
!!
*ach cate#ory of wor+ in the 43> is further bro+en down into sub2cate#ories and
eventually into tas+s. 43> dictionary and 43> pac+a#e compliments by further
elaboratin# on the tas+s. ?he 43> dictionary defines the tas+s tas+ re%uirements and
e.pectations in the 43>. ?he 43> pac+a#e states the critical information about
completin# the tas+. >uch critical information includes the dates for commencement and
completion tas+ owner allocated bud#et and conditions. ?he comprehensive 43> helps
the event mana#er to identify the tas+s which are critical to fulfil the re%uirements for
each system or activity. Durin# the initiation ceremony the 43> will be si#ned off by
the process owners si#nifyin# top mana#ement5s reco#nition and commitment to the
team members. (ntan#ibly the si#nin#2off event harnesses or#anizational commitments
from tas+ owners. ?he 43> will be placed on the company5s server for easy access to all
team members and top mana#ement. ?his enhances communication and better
understandin# amon# top mana#ement and project team.
From the wor+ brea+down structure (43>) the project mana#er will allocate the
members with responsibility that suit the team member5s capability. 3ased on their job
scope each member will attempt to assist the client5s DJD committees in their concept
plannin# coordinatin# and sourcin# for alternative resources durin# the implementation
period. ?he 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 lo#istic team
to desi#n and build the special effects li#htin# in order to lift up the atmosphere and the
moods of the audiences. ?he settin# of the special effect and li#htin# will be pre set up
and test durin# the rehearsal prior to the actual event.
!&
AC "4.($: P resent the o%tcomes of the pro&ect to an a%dience %sing an agreed format
and appropriate.
A competent project mana#er is selected to lead the bi##est event for our company. (t will
be an opportunity to develop the company5s profile and improve reputation. 4ith
commitment from top mana#ement the project mana#er leads the team in proposin# a
uni%ue and feasible theme to clinch the deal. ?o ensure hi#hest success rate the project
mana#ers will develop a detailed and comprehensive project development plan. =is+s
will be identified and miti#ated. Control measures will be put in2place to monitor and
react to problems as soon as possible.
?he accomplishment of this project provides many benefits to the company. 3esides
havin# a hi#her reputation for events plannin# services there will be a boost in
company5s revenue and sense of achievement in employees. *ssential to the #rowth of
the company the +nowled#e mana#ement processes will aid future project teams in
mana#in# similar projects improvin# cost effectiveness and wor+ efficiency.
!'
7eferences:
Forsber# 7. J $ooz ,. J Cotterman ,. 2//'. Iisualizin# "roject $ana#ement. !rd
ed. 6>AL Eohn 4ilsey J >ons (nc.
Allen E. 2//&. $ar+etin# Qour *vent "lannin# 3usiness. CanadaL Eohn 4ilsey J >ons
(nc.
=ounds $. 2//&. Common >ense "roject $ana#ement. 67L "rentice ,all.
Qoun# ?.-. 2//1. (mplementin# "rojects. -ondonL ?he (ndustrial >ociety.
"hillips E.E. J Runi#a -. 2/11. Cost and =)(. 6>A Eohn 4ilsey J >ons (nc.
httpLKKwi+i.answers.comKHK4hatSareStheSfactorsSaffectin#SbusinessSdecisions
httpLKKwww.ehow.comKhowS'<!91&&Smonitor2project2pro#ress.html
httpLKKwww.mana#ement2hub.comKproject2plan2implementation.html
httpLKKwww.projecttimes.comKarticlesK1/2steps2to2creatin#2a2project2plan.html
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