Understanding Stakeholders Needs & Requirements
Each stakeholder has varying needs and requirements. For the most part, it is key stakeholders needs and requirements which need meticulous attention. As the party is intended for students to celebrate, their needs and requirements such as information on the party, safety of the party, enjoyment of the party, being rewarded at the party and becoming intoxicated are the main priorities in planning the party. However careful management is required so the needs and requirements of one stakeholder group does not impact on another powerful stakeholder such as the police, who have the power to shut the party down. Keeping stakeholders interested in the party, informed with information such as the time, venue and order of events to ensure their need for information is satisfied is another essential aspect of stakeholder management in this project.
Project Resources
People
This category includes all stakeholders. We need to assure the security by hiring a professional company, which will be responsible for safety and control during the event. Food and drinks represent an important element of this event; therefore a 100% on time delivery has to be guaranteed by the suppliers. Due to the early ticket sales, we know already how many guests will attend the event. Therefore managing the cuisine becomes much easier.
Money
We will raise our fund by several methods. The profit made for this project will be dedicated to charity. We will sell the tickets in advance (£20 per ticket) for the financial debut of this project. We will get sponsored by companies such ASDA, SHELL and TEXACO. The University of Salford will also contribute to the financial success of this project.
Promotion
The well advertisement of this project is our key to success, therefore we have to invest small amounts in the creation of T-shirts, posters and flyers and distribute them around the University. We need a 100% attendance to assure a complete success. It is true that the profit will not change due to the ticket sales even if the guests are not present, but the project team would not like a 0% attendance, which means in this case a project failure. We will also use various Medias such as Facebook, twitter and Google advert to increase the participation percentage.
Entertainment
Every student will spend a good time during this particular event. The venue will be large and well designed. The best DJ in the city will originate a fantastic atmosphere and provide our guests with an unforgettable night. Laser shows and fog machine will also be part of the event for the complete satisfaction of the Students and organisers.
Costs
The table in appendix 1 represents the financial plan for this project. It is divided into two rows costs and revenues. On the cost side we have highlighted our expenses like food, drinks, security, entertainment and so on... On the other side, we have listed all our financial resources such as sponsors. This project is only about having dinner party, but it is also a charity project. The profit made at the end will be immediately transferred to SOS child (check this one). Therefore, it is important for measuring the success of this particular project to make a considerable profit, which was achieved by £6500, 00. Of course, this table is only a forecast or a financial estimation, which is comparable to a legal binding offer. Cost estimation is used by customers to gain an idea of what it would cost a certain order. For the customer (in this case the project team), cost estimation is not binding. Cost or budget is also an important element of the milestone. It is vital to the team to keep the expenditures as low as possible for the overall financial success.
Quality
The project aims to organise a graduation party with the overall perception of being high quality and luxury, through knowing exactly what the students want. In order to ensure such high quality will take place, there will be regular quality assurance meetings held, where specific issues will be addressed such as inspections of the quality and standard of the food which the catering service will be supplying. The quality of tasks will be assessed individually and the impact of potential drawbacks will be analysed. With regards to the suppliers highly skilled specialists will be hired, who hold premiere reputations within their field of work in order to satisfy the needs of the party. Project managers will aim to work with all stakeholders effectively to establish strong working relationships and consequently provide maximum quality of all aspects of the party and maintain total commitment to the projects requirements and consequently achieve excellence.
The project will comply with this simple quality management system which has been devised in order to determine the extent to which standards of quality are met. This system shows essentially that quality will ultimately be determined by the requirements and satisfaction of the staff and students as they are the prime reason of the purpose of the event. Quality planning will include tasks such as preparing a project brief for the event. Quality operation refers the actual operation of tasks e.g. creating event invitations. Quality control ensures that top quality materials are being provided to the event and quality assurance will maintain the quality system as a whole.
Time
Throughout the project time is vital. This is because all projects must have a start date then the project is ongoing and then it should have an end date. Below is a milestone graph, which shows how any project develops.
(User lecture sem2 2011)
A Gantt chart has been produced in order to show a large number of tasks and their current progression. See appendix 3 for details. Throughout the project, all the above activities have to be delivered on time, in order to run the graduation ceremony.
As you can see the project starts from January and it should be complete by the end of May. It will be done by each individuals from the group taking part in each activity and other people from the outside the project will be involved in certain activities, such as researching will be needed i.e. catering, DJ, bouncers etc.
On a day-to-day basis there will be meetings will be held throughout the project, in this specific interval of time.
Environmental/Ethical issues
Foods
During this event, the guests will have a range of options to choose their meal, such as veg or non-veg foods. As this both meals are required due to different religion presence among the guest list. Foods such as Halal food will be provided for people of their respective religion. This is an important part of our social policy.
Recycling
To keep environment clean and tidy, for this event we will recycle the used plastic plates, glasses and bottles which will be re-used again.
Noise
At the event, there may be a concerned level of noise due to the loud music and people talking. These could lead to problems such as disrupting the local community.
Safety
The safety is a serious issue which could affect the event and reputation of university and hotel. If there were any serious incidents during the event effective producers will be in place to control such cases.
Social issues
As there will be people from different backgrounds and ethics who will attend the party, social issues could arise such as bullying or racism. However these will be controlled and managed by both the staff of the hotel and the security guards
Performance Measurement
It is vital when managing any type of project to be able to effectively measure employee performance, as is it essential when making productive business decisions and vital in carrying out a successful project, which is why a number of performance measurement methods have been devised in order to achieve and ensure the successful running of this event. The project plan has been set into concrete and practical terms with realistic budgets and closely monitored deadlines; this has in turn enabled a list of specific actions to be devised which project managers are to follow in order to reach the projects overall objectives. These actions have been carefully designed in order to ensure that they are measurable so consequently once a specific action has been completed, project managers are then able to measure employee performance, depending on the activity which was undertaken. With individually set goals project managers are able to measure how efficiently duties have been performed by assessing how successfully or unsuccessfully specific goals were achieved and at what level, according to the projects standard rating system. A number of scheduled assessments are to be implanted where employees will be evaluated regarding their allocated duties and measure this against the projects overall objectives and milestones. Throughout the organisation of the project a number of quality control checks are to be conducted, where project managers will be able to assess the drawbacks which certain goals may have incurred or issues which may have affected the goal from being reached efficiently. The overall team performance will also be measured through completing peer reviews throughout the project, as this can be used to identify problems which can then be taken into account when measuring issues within group performance such as ethical and professionalism. Once the graduation party has taken place project managers will then speak with all stakeholders regarding their satisfaction and use this as a viewpoint in order to review and measure the projects overall performance against its objectives and milestones.
Overall Scheduling and
Risk Assessment
Overall scheduling
The graduation party is looking to attract around 200 guests, these include recently graduated students, their friends and family and members of staff from the university. Each guest will have a ticket which will allow them entry to the venue.
Equipment such as the sound system will be provided by the hotel for the event. Before the event, the equipment will be tested to ensure they meet desired standards.
The venue will be inspected by the project manager to ensure all aspects, such as layout have being correctly organised. Checks to make sure the venue is clean and well presented will be carried out an hour prior to the event starting. Any issues that have arisen during the inspection will be brought to the hotel management for them to correct before the event commences.
Risk assessment
A risk assessment form has being filled out. See appendix 2 for details. This form identifies the highest risks by rating them. This allows the project manager to utilize resources effectively by prioritising different areas.
Due to large numbers of guests and to ensure their safety, it is impeccable a full risk assessment is thoroughly carried out, it is the of the highest priority.
For the security of the event guests will be asked to show a form of ID upon entry, this will also ensure the hotel meets licensing laws.
Before the event starts guests will be informed of the hotels fire procedures, by showing them where fire exists are and where the assembly point is. Fire exits will be checked to make sure that nothing is blocking them.
There will be easy access to the venue for the disabled people, by ensuring there are ramps up any steps.
The hotels kitchen possesses a health and safety certificate to ensure high quality safe standards of food.
The project manager is responsible for aspects of the risk assessment, if any problems occur the project manager will need to resolve them as a matter of priority.
Graduation Party - Project Managment i
Graduation Party - Project Managment i
Graduation Party - Project Managment 9
Graduation Party - Project Managment 9
Graduation Party - Project Managment 9
Graduation Party - Project Managment 9
Graduation Party - Project Managment 9
Graduation Party - Project Managment 9
Graduation Party - Project Managment 9
Graduation Party - Project Managment 9
Graduation Party - Project Managment 9
Graduation Party - Project Managment 9
Graduation Party - Project Managment 9
Graduation Party - Project Managment 9
Graduation Party - Project Managment 9
Graduation Party - Project Managment 9
Graduation Party - Project Managment 9
Graduation Party - Project Managment 9