From the PESTLE analysis, the political factors suggest that the event will bring revenue for the country based on the time it being held. Economically the funds allocated to host the event will be enough to cover everything and the cost of the tickets will cover the money spend and also bring a profit to the organisation. Socially, the event will not be a burden to neighbours because of the venue in which it is being held and it will also appeal to a variety of different people. In terms of the technological aspect, there will be detailed information about the event online which will help to promote the event and bring awareness to a larger crowd. The tickets will have a specific code on them which means that one person to one ticket so no one can use a fake ticket to gain entry inside the event. Legally and environmentally, all HSE policies need to be followed and the relevant permits need to obtained, from legal authorities such as the EMA (Environmental Management Authority) before the event takes place.
It is important before staring the project that we have an efficient and competent project team in place. The project team would include the sponsor, which is Best Shows client, the team member which will be led by me, the Project manager. In order for the project to run smoothly there will be meetings with the immediate stakeholders involved, these include, the client of Best Show’s, Best Show’s Ltd, Project Manager, Employees, Live performers and entertainment and caterers.
It is imperative to have a project organisation, where members of the team will report directly to me, the Project manager.
As the project manager it is important to be a leader with different leadership styles and at times I will have to be; according to the circumstances. My job is varied to include team building and conflict management.
Stage 2- Planning Stage.
The Planning stage is important because this is where it will be shown how the project will be managed, which includes, the Project Scope, Schedule, Cost, Quality, Staffing, Communication, Risk and Procurement.
The Project Scope and Project Charter can be found in the Appendix , this document includes all the work that the project requires, and only the work required to complete the event “Soca In d Sun” successfully. A WBS (Work Breakdown Structure), see (Appendix E) which is a hierarchical decomposition of the work to be executed by the project team, can also be found in the appendix. The WBS allows us to breakdown the event into small packages which will be easier to keep track of.
A project schedule was also done to provide information about the project and help in controlling the project so that it goes on schedule. This schedule was built on the basis of the WBS and indicates all activities, their duration, resources required and their sequencing of relationships. The schedule also indicates the activities that are critical to achieve project timeline and has a good indication of resources constraints. The ultimate goal of the project schedule was to create a realistic project schedule that provides a basis for monitoring and controlling the project process for the time dimension of the project. The main output of the Project schedule is displayed in the form of a GANTT chart (Appendix F) . This GANTT chart provides a standard format for displaying the Project Schedule information by listing the event activities and the corresponding start and finish dates in calendar format. Activities on the GANTT chart will coincide with the activities on the WBS, the activity list and the milestone list. From the WBS we will also be able to get our Critical Path (Appendix) for the project. “The Critical Path shows the shortest time in which the project can be completed.” (Schwalbe p.139, 2009). By using the information from the WBS we were able to create a network diagram, which is shown in the (Appendix G). From the GANTT chart we are able to get the project estimated start date and end dates which are 01/05/11 and 6/6/11 respectfully. We found our critical path for the event “Soca In D Sun” to be 28 days (Appendix G (1))
The estimated cost of this project is approximately $460, 500.00. The following is a breakdown of the estimated cost of the project:
In terms of quality of the project, the stakeholders expect to have high standard of entertainment, lighting, decorations, food, drink and performers. For the event “Soca In D Sun” we used the Quality Management Process which involves having a quality plan, quality assurance and quality control. I, as the Project Manager will inspect, monitor and record the results of the activities during the preparation of the event and make necessary changes if needed. By using this Management Process we can ensure that our client is pleased with the outcome of the event.
“The OBS provides an organizational rather than a task-based perspective of the project.” (). An OBS for the event can be found in the Appendix. The OBS matches the WBS and allows us to assign individuals to the tasks involved in the project. The project has four Team Leaders who are responsible for different areas of the event and are required to report directly to me, the Project manager.
A Project Responsibility Assignment Matrix can also be found in the Appendix. “A responsibility assignment matrix (RAM) is a matrix that maps the work of the project as described in the work breakdown structure (WBS) to the people responsible for performing the work.” (Schwalbe p.169, 2009)
During this stage the risk should be identified, evaluated, ranked and actions taken to minimize the impact. A qualitative risk analysis was done where I used judgement and my expert opinion to determine the significance of the risk. The risk that was identified was-
The venue may not be available for the date of the concert and the actions that can be taken by having a substitute venue or book the venue early. This is off High risk.
Live performers may not be available or within budget. The mitigating action for this risk we will hire as early as possible to avoid any extra charges for last minute booking. This is off high risk.
The entertainers may arrive late due to unforeseen circumstances. The mitigating action would be that the hired Dj would entertain the crowd until the performers arrive. This is off high risk.
The weather might be unfavourable. Our company will provide some tents just in the case the weather doesn’t hold out. This is off low risk.
Stage 3- Executing
In order for the event “Soca In D Sun” to run smoothly, it is necessary to monitor all the work that is being done from the planning stage. In the execution phase it is important that all work go according to plan. By carefully monitoring the progress of the event, corrective measures can be taken along the way if any problems are encountered. The event will be monitored according to the key stages which are; project scope, schedule, cost, quality, staffing, communication, risks and procurement. The project scope involves the team and the contractors who evaluate the impact if there are any changes, and it should have the approval from stakeholders. Good communication is crucial in the project execution stage. Effective communication is the key to having the work executed as planned as done in this event. If there are any changes it should be documented and communicated with the team members when agreed. There were no changes to be made because everything was according to schedule, cost and quality for this event.
Each team member will be held responsible for their respective roles as it goes according to plan in ensuring the execution phase (WBS Appendix) and (RAM Appendix). The team members responsible for decoration, caterers, bar and toilets, venue and advertising, security and parking, live performers, entertainment and music set up must report directly to me, the project manager on their progress. This is necessary to keep the project on track, by using these reports we can compare the progress and use previously discussed measure to bring the project back on schedule.
To stay within the assigned budget the Actual cost will be monitored and compared to the plan cost to ensure that we do not exceed the amount of money assigned for the event. The quality of work should also be monitored to ensure that it meet the requirements of the scope of works for the event. The staffs who are assigned to the various activities of “Soca In D Sun” are competent, experienced in their fields and qualified and they have the ability to perform their duties on schedule. During the course of the project, I held a few team building sessions which would achieve a more productive environment. Frequent contact was made with my team members, ensuring that support is available to deal with any conflicts which may arise. The schedule for the team meetings would be issued and the suppliers and other workers would be included. From this I will be given the project progress and updates and if any issues it will be discussed with Best Show’s and the client.
Suppliers for this event are in good standing such as the caterers, live performances, entertainment, decorators, security personnel and venue. Negotiations are being held to get the best price and delivery from the suppliers and to clarify any misunderstandings that they may have. All correspondence and contracts documents will be recorded, signed by authorising persons and date stamped.
Everything that was planned in the planning stage was executed in this stage. This is where all schedules and assignments were carried out and accomplished with the specific date and time. The project manager which is me, made sure all assignments and tasks were completed with good quality and time through the process of monitoring, controlling and also through effective communication.
Stage 4-Closure
When all the work is completed, the event will be held at the venue on the 31st of May, 2011 where it will be handed over to Best Show’s Ltd, this is when the responsible will be transferred from my team and me, the Project Manager. All the project documents will then be filed and a final report will be written and submitted.
The project performance will be evaluated against the stated objectives with considerations given the time, cost and quality. In this project which was planning an all inclusive event for the Carnival season all the stated objectives were met. The lessons learnt will be reviewed, documented and integrated into the project management plan for any improvements towards the next project. A final closure meeting was held with the team members where we also celebrated the success of the event. Any open contract documents will be closed and filed.
The goods and services for the event were received on schedule and all the outstanding payments were made. The suppliers’ performance will be reviewed and documented to be used for future projects.
Conclusion and Recommendations
The event “Soca In D Sun” was a successful event. It made a profit for the organisation that hosted it and also brought recognition to both the client and Best Show’s Ltd, while promoting the culture of Carnival within the country. The client was pleased and satisfied with the processes taken, to complete the project as requested.
With taking a project like this one, as the project manager you must have a competent, qualified and skilled workforce or team. This is essential in accomplishing the project successfully because these are the people who actually perform the tasks assigned to them. The project scope, cost, quality and time are very important in undertaking an event like this one. These must be monitored and managed carefully and continuously till the end in order to meet the project scope.
A schedule is very important in planning events because it has a time limit, so once a schedule is available and issued to all team members it will go according to the planned date and time. When organising an event like this one the project manager should be able to deal with conflicts if they arise, lucky my team and I have worked together for many years so there were no conflicts.
Another recommendation which is most important is to stay within your planned budget. The stakeholders who have invested in a project expect it to stay within the budget and become very unpleased when it exceeds it. Make sure and plan months earlier so if you have to hire live performers, which we did, you would not have to pay extra for the late booking. The client of Best Show’s catered for this late booking so it was included in the budget, but not always it is so.
Appendix C
PROJECT CHARTER
Appendix D
Preliminary Scope
Project : An all inclusive Carnival Fete (Soca In D Sun)
Project Objectives: For the concert to be a successful, profitable and company recognition.
Final Product Specification: The concert should be coordinated, organized, within budget and successful which will include entertainment, live performers, decorations, stage, lighting, great cuisine and drinks, photographers, toilet facilities, security, parking areas and stakeholder’s satisfaction.
Project Assumptions: That the event would be profitable, successful, unforgettable and within the budget. The arrangement for decorations, food, live performers, entertainment, parking and toilet facilities and security are in place, on time and available for all stakeholders without any problems.
Initial Project Organisation: To guarantee that all resources are obtainable, within the budget and these are advertising, performers, the venue, caterers, entertainment, security and food and drinks
Identified Risks: 1. The venue may not be available for the date of concert
2. There is a poor turnout for the event
3. The live performers may not be available or not within budget
4. The entertainment may arrive late due to unforeseen circumstances
5. It may have a chance of disappointing weather
6. The caters may arrive late and food and drinks could be insufficient
7. Parking may be insufficient
Project Milestones: Approval of budget by client, reserve the venue date and location, hire the caterers, book the entertainment and live performances, all tickets to be sold, a successful turnout and profits.
Initial Work Breakdown: The project manager will monitor and control this project. There is a team of 4 (four) members that work with the Project Manager. Alicia is in charge of organising the venue and advertising. Kevin focuses on the getting the live performers and entertainment which includes setting up the music. Anisa focuses on decorating of the venue, placement of the caterers, bars and toilet facilities. Lawrence is in charge of security and parking facilities.
Overall Cost Estimate : $460,500.00 obtained from client
Initial Requirement to Control Project:
Cost: A comparison of all prices for all parts of the event and making sure of quality
Quality: To hire great caterers, performers, entertainment and decorators that meets the standard of the client and project manager.
Schedule: Monitor and make sure that all phases of the project are on schedule and make sure that the resources are available when they are needed.
Appendix B
SWOT ANAYLSIS
Strengths:
- The time of year that the event will be hosted which is the Carnival Season
- The team working with the project manager will be a strength because the work is divided among members and is experienced in that field
- The venue which is Pier 1 in Chaguaramas would be ideal for the event because of the location and adequate space for the event
- There is sufficient parking and security for the safety of the party goers and their belongings
- The event takes place during the day until night so people can attend at anytime that they can.
- Advantage of the Soca Artistes live performance at the event.
Weaknesses:
- It could have a poor turnout because of other events or concerts on that day
- The weather may be unpredictable on the day of the event
- Because of the location in the North western part of Trinidad many people from south end may not attend.
- The tickets may be unaffordable for some people.
Opportunities:
- This event can promote the client’s company and also can promote Best Show’s
- It can be profitable to the organisation and the stakeholder’s
Threats:
- The weather may be unpredictable
- The event may not be a profitable one
- This may not be the only event being held on the same day
Appendix A
PESTLE Analysis
Political Factors: The event could bring in revenue for the country because carnival is celebrated throughout Trinidad and Tobago.
Economic Factors: The amount of $570,000.00 would be enough to host this all inclusive event
The price of $600 will be able to cover the cost of one person in the event for general admission which includes food and some premium drinks
Sociological Factors: The event caters for different lifestyle choices of the patrons
The surrounding community would not be affected by the event
Technological Factors: Information on the event will be available online with the purchase of tickets also through different types of payment methods online
The venue would be able to accommodate the stage, the equipment and sound system where there electrical system is concerned
Patrons to enter the event, the tickets will be electronic so they just have to swipe the card to gain entry and exit
Legal Factors: In organising the event, the Health and Safety rules and regulations
should be followed
Ensure that contracts and documents are drawn up for all artistes, entertainers, security and caters.
To obtain all relevant permits and licence for the event such as Bar License and Noise Permits
Environmental Factors: The regulations and policies of the country should be adhered to such as not littering and the music should be over a certain level.
Appendix E
Work Breakdown Structure
Appendix F
PROJECT SCOPE
Project Objectives: The objectives for this event is to be a successful, profitable and the company can gain recognition from hosting the event “Soca In D Sun”
Product Description: The event “Soca In D Sun” should be coordinated, organized, within budget and successful which will include entertainment, live performers, decorations, stage, lighting, great cuisine and drinks, photographers, toilet facilities, security, parking areas and stakeholder’s satisfaction.
Project Deliveries: The event that is planned should be profitable, successful, unforgettable and within the budget estimated. The arrangement for decorations, food, live performers, entertainment, parking and toilet facilities and security are in place, on time and available for all stakeholders without any problems.
Project Boundaries: Some of the resources were difficult to get but obtainable such as the fact that the Live performers were hard to reach but in the end we hired Two (2) well known bands to perform at the event. The time of the event is to be held from morning to night, where the cut off time at night was at 12pm midnight and not all party goers leave that early.
Project Organisation: The project manager will monitor and control this project. There is a team of 4 (four) members that work with the Project Manager. Alicia is in charge of organising the venue and advertising which includes the ticket information and printing the tickets. Kevin focuses on the security and parking. Anisa focuses on decorating of the venue, placement of the caterers, bars and toilet facilities. Lawrence is in charge of Live performances, entertainment and music setup.
Known Risks: 1. The venue may not be available for the date of concert
2. There is a poor turnout for the event
3. The live performers may not be available or not within budget
4. The entertainment may arrive late due to unforeseen circumstances
5. It may have a chance of disappointing weather
6. The caters may arrive late and food and drinks could be insufficient
7. Parking may be insufficient
Schedule Milestones: The project will start on the 02nd/05/11 and will end on the 9th/6/11. All ask to be accomplished within this time limit. Reana Singh will deliver final product which is the event on 31st /5/2011 the day of the event. Anisa Jagdin will have the deadline date for Decorations ,Caterers, Bar and Toilets on 30th /5/2011. Alicia Biran- will organise the Venue and Advertising on the 19th /5/2011 which is before the tickets are printed and the Tickets will be printed by this day19th /5/2011. Kevin Ramkhalawan is in charge of the Security and Parking Facilities which should be done by the 31st /5/2011 and Cleanup crew should be there on the
2nd /6/2011. Lawrence Biran will get all Live performers, Entertainment and Music set-up by the
19th /5/2011 and for Stage, Equipment and Lighting the deadline date is the 30th/5/2011.
Funding Limitation: The amount of $460,500.00 obtained from client of Best Show’s Ltd. This was the amount that was given to Best show’s Ltd for the event. If more funding is to be requested, we will have to meet with the client and Best Show’s Ltd.
Cost Estimate: Approximately $400,000.00
Management of Changes: The project manager will have to take the changes to the Client of Best Show’s and also Best Show’s Ltd. A Change form will be available to document the changes.
Approval Requirements: Approval requirements from the Client of Best Show who is hosting this event. There approval is the most important in making the changes for this event because they have the funding and they have to know the reasons for the change.
References
Kerzner. H. (2003). Advanced Project Management: best practices on implementation. 2nd ed. Canada: John Wiley & Sons.
Gido, J & Clements, J.P,. (2003). Successful Project Management. 2nd ed. : Thomson Learning.
Schwalbe, K. (2009). An Introduction to Project Managent. 2nd ed. United States of America: John Wiley & Sons.
Kloppenborg, T.J, (2009). Project Management: A Contemporary Approach. United States of America: Southern-Western Cangage Learning.
