Project Management - Grand Sunrise Community - Essay Example

Project management Number: Lecturer: TABLE OF CONTENTS TABLE OF CONTENTS 2 0 INTRODUCTION 6 1 BUSINESS CASE 6 1 Aims 6 1.2 ‘Run 360’ project options 6 1.1.3 Benefits 7 1.1.4 Milestones 7 1.1.5 Costs 7 1.1.6 Net benefits 8 1.1.7 Potential risks and constraints 8 2.0 WORK BREAK DOWN STRUCTURE 8 Figure 1: ‘Run 360’ Activity break down Structure 9 Figure 2: ‘Run 360’ Organization Work Break Down 9 Figure 3: Run 360 cost break down structure 10 3.0 RUN 360 EVENT MARKETING 10 4.0 NETWORK DIAGRAM AND CRITICAL PATH ANALYSIS 11 Table 1: Run 360 Gantt chart 13 CONCLUSION 13 LIST OF FIGURES Figure 1: ‘Run 360’ Activity Break Down Structure 9 Figure 2: ‘Run 360’ Organization Work Break Down 9 Figure 3: Run 360 cost break down structure 10 Figure 4: Run 360 critical path analysis 12 LIST OF TABLES Table 1: Run 360 Gantt chart 13 EXECUTIVE SUMMARY The Grand Sunrise community youth are known to pursue team sports and bonding getaways sanctioned by their parents and guardians. The youth comprise those aged between 12 and 20 years and are drawn from every family in the Grand Sunrise area. Their parents often meet to discuss the needs of their youthful children and so far they are happy with their behavioral and intellectual standings. As a means of engaging themselves after school and during holidays, the youth organizes for sports competitions and classroom simulation exercises. Sports competitions are usually undertaken during school holidays. This event hoped to raise money for charity, will include many kinds of sporting activities including skiing, darting, water rowing, table tennis and somersaulting among others. The recruitment exercise for participants in each category will be done in good time and communicated to the entire community. Members of Grand Sunrise area will be requested to turn up for this great event. This year’s competitions are more than the ordinary since activities have been sponsored to 1200 Pounds enable more participation and contribution to the event. The event dubbed ‘run 360’ to take place on 15 July 2012 is aimed at making the participants complete a circle of every event performed. The participants will be awarded according to the performance. To make the sport lively, a live music band will be invited to grace the occasion and entertain guests while preparations to begin kicks off. The music band will be members of the oxygen band who happen to be from grand sunrise area. Upon completion of the event the patron will reward the winners and give a closing speech. The patron will also be expected to give an expenditure brief of what was raised, used and the balance which will be used to fund a project for the mentally challenged in Lower Norwich rehabilitation facility. 1.0 INTRODUCTION The competition ‘run 360’ is expected to draw about 65 participants and about 800 spectators. Since the onset to the sporting activities, the youth have been upbeat and happy that their holidays are well spent and are taking it to the next level by not only participating but also making a contribution to charity of their choice. The schools management and government education department have regularly advised parents and guardians to support and engage their children in sports as a way of promoting teamwork, partnerships and acceptable behavior. The event will be poised to bond the youth, parents and other guests who will attend the event. To ensure the event runs effectively, the group appointed an event manager to coordinate, plan, direct and lead the team members to realize a great event. The event manager will be responsible for drafting events schedules and assigning responsibility. The manager will in addition, create tasks and sub tasks to be aligned with timing of sequential activities. The patron will provide the money to purchase some items to be used in the competition which will be done a week to the start of the competitions. The money that will be saved after the completion of the event will be used to purchase clothing and snacks for the mentally challenged at the Lower Norwich rehabilitation facility. Other expenses will include hiring a minibus to take the group to the facility. The facility director will be notified of the visit and will be informed of the sufficient date and time of the visit. 1.1 BUSINESS CASE 1.1.1 Aims The ‘run 360’ is aimed at bringing together youth of grand sunrise who are on holiday and have the potential to express talent and agility in sports. Sports are considered as a tool to enforce team building, provide leadership, and promote teamwork and togetherness as a community. The hidden objective perhaps could be engaging the youth productively in effect eliminating bad behavior and instilling good values and acceptable mannerisms. 1.1.2 ‘Run 360’ project options To successfully plan and implement the activities of the event, options are available with some flexibility of unanticipated situations. Option 1: The event manager will hire someone to design the activities, select the best team to perform the tasks through bidding of which the best bidder is given the opportunity; the team selected will ensure complete performance of the activities. This will involve the event manager supervising the activities of the designer and the implementer. The designer creates the sports activities how they are performed and what entails the specific activities. This could be the preferred option as it is commonly used, familiar and the event manager will maximize the skills of designers and the implementers Option 2: The event manager in this phase negotiates with the designers and implementers on what to be done and expectations at the end the competition. The manager will therefore select the events designer and the implementers will be given a different line of responsibility. The event designer will provide event scheduling, estimating the costs, phasing the events and evaluating the progress. This option will have greater team cooperation between designers and implementers as they will present at every point of the event. Option 3: The event manager designates all the activities to the designer of which it becomes the single point of responsibility for the sporting competition. The designer takes all the responsibility of designing and executing the events. The designer may subcontract some of the activities but in the entire event manager is interested in effective completion of the overall goal. 1.1.3 Benefits Engages the youth productively during holidays. Participating but also making a contribution to charity of their choice. Promoting teamwork, partnerships and acceptable behavior. The event will be poised to bond the youth, parents and other guests who will attend the event. 1.1.4 Milestones Good behavior and personality instilled Bonding between children, youth and the old enhanced Money saved to finance activities at the Lower Norwich rehabilitation facility 1.1.5 Costs Advertisement expenses Hiring music band, event designers, venue booking Transportation and telephone expenses to guests Snacks and drinks Prizes 1.1.6 Net benefits The youth will be knowledgeable in activity preparation, planning and implementation The youth will understand the need for savings and charity 1.1.7 Potential risks and constraints Risks Rainy morning and stormy afternoons will interfere with activity implementation Key function figures may fail to turn up Some guests may arrive late delaying the event Constraints Working with a constrained budget means omitting some exciting activities Limited time may not accommodate all events to be done in good time 2.0 WORK BREAK DOWN STRUCTURE The purpose of work break down structure is meant to split the total work into small manageable units which will allow efficient planning, estimation and assign responsibility. It will assist in quantification of all activities in event ‘run 360’. i) ‘Run 360’ Activity Break Down Structure Figure 1: ‘Run 360’ Activity break down Structure ii) ‘Run 360’ Organization Work Break Down Figure 2: ‘Run 360’ Organization Work Break Down iii) Run 360 cost break down structure Figure 3: Run 360 cost break down structure 3.0 RUN 360 EVENT MARKETING The event will be marketed through a) Posters: Printed posters will be pasted on pathways and notice boards of the institutions the participants study in. b) Road show: A great and energetic road show will be arranged and to get through residential areas into the main arena. Music and ads will be mounted to the van carrying dancers and entertainers. c) E-mails: Guests will be notified of this event through e-mails or facebook for those who actively use the social sites. d) Telephone calls: Guests whose contacts can be obtained will be called by assigned team member. Those who won’t be reached immediately will be texted. 4.0 NETWORK DIAGRAM AND CRITICAL PATH ANALYSIS This shows the critical path for the run 360 event to be held in July 2012 The critical path is 2 days+ 1 day +2 days +1 day +2 days +1 day+ 4 days +1 day +1 day+1 day+1 day+1 day = 18 days Figure 4: Run 360 critical path analysis 5). GANTT CHARTS No Event Duration Start Finish Predecessors 1 Setting event date 1 Mon 7/2/12 Mon 7/2/12 Set date 1 Mon 7/2/12 Mon 7/2/12 Kick-off meeting 1 Mon 7/2/12 Mon 7/2/12 4 Advertising the event 2 Mon 7/2/12 Tue 7/3/12 Design adverts 1 Mon 7/2/12 Mon 7/2/12 Decide channels 1 Mon 7/2/12 Mon 7/2/12 Assign routes 2 Mon 7/2/12 Tue 7/3/12 8 Inviting guests 2 Mon 7/2/12 Tue 7/3/12 9 Designing events 1 Wed 7/4/12 Wed 7/4/12 "2,5,9" 10 Assigning responsibility 2 Thu 7/5/12 Fri 7/6/12 10 11 Purchasing prizes 1 Mon 7/9/12 Mon 7/9/12 "10,11" 12 Transporting tools to site 2 Tue 7/10/12 Wed 7/11/12 "10,11,12" 13 Setting up sporting apparatus 1 Thu 7/12/12 Thu 7/12/12 13 14 Implementing the activities 4 Fri 7/13/12 Wed 7/18/12 "10,11,12,13,14" Welcoming guests 1 Fri 7/13/12 Fri 7/13/12 Serving drinks 1 Mon 7/16/12 Mon 7/16/12 16 Announcing event occurrences 1 Tue 7/17/12 Tue 7/17/12 17 Serving snacks 1 Wed 7/18/12 Wed 7/18/12 18 19 Patron report 1 Thu 7/19/12 Thu 7/19/12 19 Table 1: Run 360 Gantt chart CONCLUSION The grand sunrise youth will be happy to occasion this event as it will be fun and exciting. Their parents too will be delighted to learn of their of their children’s talents and capabilities. The needs of their youthful children and so will be happy with their behavioral and intellectual prowess will be realized. Youths will be fully engaged after school and during holidays, the sports competitions and classroom simulation exercises will be of help to them. Sports competitions usually undertaken during school holidays will be of great importance to spectators too. This event will have raised money for charity, as a result of sporting activities including skiing, darting, water rowing, table tennis and somersaulting among others. The recruitment exercise for participants will help providing lessons in time and project management. Members of grand sunrise area will be requested to turn up for this great fun filled event. Lively sports includes music band to entertain guests and all the participants while preparations to begin kicks off. The music band is members of the well known Oxygen band who happen to be from grand sunrise area. Upon completion of the event the patron will reward the winners and give a closing speech. The patron will happy to report savings that will go to charity in Lower Norwich rehabilitation facility. References Maylor, H 2010, Project Management, 4th Ed., Prentice Hall. Render, B and Heizer, J 2010, Operations Management, (10th Edition), Pearson Prentice Hall. Read More