December 17

Project management

2012
Dunamis of praise

The report focuses on a project for a praise concert explaining the roles of management with project planning and control decision problems using a variety of operation research, risk management and motivation

Table of Contents
Introduction ............................................................................................................................................ 2 Outcome one .......................................................................................................................................... 2 PROJECT STAGES ................................................................................................................................. 2 ROLES OF MANAGEMENT ................................................................................................................... 2 ORGANISATION STRUCTURES AND CULTURES ................................................................................... 3 STAKEHOLDERS AND CONTRACTS ...................................................................................................... 3 Outcome two .......................................................................................................................................... 5 WORK BREAKDOWN STRUCTURE (WBS) ............................................................................................ 5 NETWORK PLANNING ......................................................................................................................... 6 NETWORK DIAGRAM .......................................................................................................................... 7 OPERATION RESEARCH ....................................................................................................................... 8 Resource smoothing ....................................................................................................................... 8 Crash project ....................................................................................................................................... 8 Outcome three ........................................................................................................................................ 8 RISK MANAGEMENT............................................................................................................................ 8 Project planning .................................................................................................................................. 9 Quality ............................................................................................................................................... 10 Design Control and Costs .................................................................................................................. 10 Outcome four ........................................................................................................................................ 10 Motivation and team planning ......................................................................................................... 10 Team facilitation and management .................................................................................................. 11 Reference .............................................................................................................................................. 11

1 SID 0926018 BEng (Hons) Mechanical Engineering

Introduction
This project aims to organise a day for a praise concert themed DUNAMIS of praise. There will be performances on the day; the date of the program is fixed and arrangements have been made to invite guest artist and instrumentalists. Roles have been given to specific individuals with the ability to deliver. The project involves collation of data involving sending invitation letters and fixing meetings, bookings, and ordering resources required. Some factors involving this project are the decoration of hall, booking of hall, printing of handbills, arrangement of refreshment, fixing of instruments and projector, sound check, and publicity. The report focuses on roles of management with project planning and control decision problems using a variety of operation research, risk management and motivation.

Outcome one
PROJECT STAGES
Project management is a process that basically involves the initiation, planning, executing, controlling and closing stage. Project initiation enables the project to start capably and overcomes the problem with team members not knowing what they are required to do. The beginning part of this project involved a small team that worked on the definition of the project. A meeting was held officially before the start of the project, the project manager made things clear concerning the goals, objectives, risks, budget, and timescale. All the information from the meeting was communicated to the sponsor which is the RCCG City of David Church (stakeholder). After agreeing terms with the sponsor, considerations to ensure sufficient resources, money and man power to meet the target were made. Reviews will be made on the project quality plan, acceptance standard and possible negative outcome of the project. The project plan includes the CPA, work breakdown structure, gantt charts, resources plan and exception plant to identify significant unplanned events. Execution of the project takes place immediately after planning to achieve the target. Once the projects begins the project manager keeps control; from receiving reports of issues concerning the project. The project ends on the day of the concert.

ROLES OF MANAGEMENT
The roles of management in this project are; forecasting, Organising, Controlling, Communicating, Deciding, Innovating, Planning, Motivation and Leadership. 2 SID 0926018 BEng (Hons) Mechanical Engineering

In the area of forecasting the management looked at past concert events within and outside the church in an attempt to deal with uncertainty in the future of this project. Organising follows planning which helps in achievement of results. In organising the project manager identifies the activities first, then allocates responsibilities to groups and individuals, then give power to a personnel to supervise, which might help in avoiding wastage of time. Planning involves the project framework, organisation, decision process and roles of groups. There was a lot of motivation during the project like taking every member of the choir for bowling; and at the end of each rehearsal there is always refreshment since they are not paid.

ORGANISATION STRUCTURES AND CULTURES

The organisation dealt with conflicts of interest between individuals; understanding how to relate with people knowing that they are different. Example is fixing time for choir rehearsal considering that members of the choir are students and workers. The number of people required for this project is about seventy people. The choir will involve about forty (40) people including the invited musicians and instrumentalist. The decoration team should be maximum of ten, ten people will be in charge of publicity but can involve more; three people will be in charge of food refreshment and two in charge of anything involving technical settings or needs.

The management structure is essential for the effective progress of the project so defining the objectives and resolving dispute is required which was implemented during the project.

STAKEHOLDERS AND CONTRACTS

A stakeholder is a person, group, or system whose decision can affect the project. A stakeholder is actively involved in the project and has interests that may be positively or negatively affected by the completion of the project. The stakeholder is the owner of the project and the Boss (Cooper, 2012). In this project the stakeholder is RCCG city of David Cambridge. A contract is an agreement between two or more people that is legally required. (Sharp et al., 2012). The contract was signed by the stakeholder and the project manager

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Table 1

ROLE Stakeholder

RESPONSIBILITIES The supply of resources, allocation of funding for the objectives of the project.

Project committee

A group of people responsible for the planning of the project, the structure of the concert and finding out possible negatives that may occur during the program.

Project manager

He gives a clear definition of the roles of each person to complete the project. He listens knowing that he does not know it all. He uses knowledge and personality to help people involved in the project. Arrangement of rehearsal time. Invitation of musicians Choosing of songs for concert. Settings of hall and decoration of alter In charge of electrical appliances to be used during the concert. Making sure the sound is almost perfect. Making sure the projector, cameras, mixers, amplifiers, microphones, and speakers are working properly. Making sure food stuff is available for concert day.

Music coordinator

HOD of Decoration Technical co-ordinator

Welfare manager

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Outcome two
WORK BREAKDOWN STRUCTURE (WBS)
Making reference to Projects, success could be credited precisely to use of a WBS (Norman, et al., 2008). Many things can go wrong in projects no matter how successful you plan and execute it. Failures in project can often be traced to a poorly developed or non-existent WBS.

Praise concert Choir rehearsal Invite guest artists Hall booking Publicity Transportation Setting of the alter Technical setting

1.0 Praise concert

1.1 Choir rehearsal

1.2 Publicity

1.3 Transportation

1.4 Setting of Alter

1.5 Technical setting

1.1.1 Invite guest Artist

1.3.1 Picking up guest artists from airport SID 0926018 BEng (Hons) Mechanical Engineering

1.4.1 Decoration of Alter and hall

1.5.1 Sound check and5 instrument setting

NETWORK PLANNING
A project is considered as a combination of interrelated activities and the control of resource deployment for the completion of the various tasks. The three major constraint of planning are performance to specification, finance and resources, and time. Planning tools include arrow diagrams, precedence diagrams, Bar charts (Gantt charts), critical path analysis (CPA), project evaluation and review technique (PERT), resource allocation in Multi-project scheduling (RAMPS). There are different planning tools but the ones used in this project is the precedence diagram, Gantt chart, critical path analysis. The network diagram shows the critical path.

Table 2

Process

Activity (Ref)

EXECUTIVE MEETING ASSIGNING ROLES HALL BOOKING COLLATION OF DATA SENDING SONGS CHOIR MEETING REFRESHMEN FOR REEARSAL MAKING A SAMPLE FOR HANDBILLS PRINTING HANDBILL ADVERTISING THE EVENT INVITING MUSICIANS FIXING PROJECTOR SETTING UP PODIUM AND ALTER

A B C D E F G H I J K L M

Immediately preceding activity (IPA) -A B B D D D C H I J K K

Duration (days) 1 7 1 5 14 40 40 7 2 28 7 1 1

Team

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DOCORATION OF HALL SOUND CHECK BY ENGINEER FOOD PREPARATION LOADING OF FOOD PACKAGES SETING UP HELP DESK MOVING OF INSTRUMENT TRANSPORTATION CONCERT

N O P Q R S T U

M N O P P R P,S T

1 1 3 1 1 1 1 2

NETWORK DIAGRAM
In project management the network diagram is usually associated with scheduling function. The activities are taken in two ways. The relationship between them is such that one activity is the independent activity 7 SID 0926018 BEng (Hons) Mechanical Engineering

and the other is the dependent activity. The network diagram clearly shows the sequence of activities that the project must follow to reach its end. Below is the network diagram the section coloured in red is the critical path. The critical path is A,B,C,H,I,J,K,M,N,O,P,R,S,T.

OPERATION RESEARCH
Operation research and risk management are closely related. It is improving the operation through research to optimise the project. This can help reduce risks and cost. The thing done for optimisation was arranging a vocal training during rehearsal section. Resource smoothing The number of people involved in the project has been organised in a way that they have skills to do two different things for example the technical guy has knowledge on how to set up a projector and sound check. This will help in staying on budget and help in saving as well.

Crash project
In this project there is no need for crashing, because it will be a waste of money if the tasks are done early to wait for the day of concert.

Outcome three
RISK MANAGEMENT
Risk management is a discipline for living the possibility that future events may cause adverse effects. It can be viewed as a systematic process for the assessment, control, communication and review of risks and is a combination of the probability of occurrence of harm and the severity of that harm. The risk management aims to improve performance through systematic identification, appraisal and management of risks. All projects involve risks and opportunities. Risk can be thought of as the combination of the probability of an event and its consequence. For a risk to be understandable it must be clearly stated. The possible risks involved in this project will be;

The invited guest artists might not turn up on the day due to weather issues (i.e. not being able to use the air plane), and possibilities of being unwell. The expected number of crowd might be less. The sound quality might not be stable during the concert. Crowd safety. Space. Visa not granted for guest artist.
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SID 0926018 BEng (Hons) Mechanical Engineering

Table 3 Risk Register

Risk identified Snow

Consequence Moderate

Likelihood (probability) possible

Risk rating High

Power supply failure

Moderate

Possible

Moderate

Poor sound quality

Moderate

Unlikely

High

Space

Moderate

Unlikely

High

Visa declined

Moderate

Possible

High

Proposed treatment Manage through existing systems and procedures Manage through existing systems and procedures Manage through existing systems and procedures Manage through existing systems and procedures Manage through existing systems and procedures

Responsibility

ETSA utilities

Technical team

Music coordinator

Project planning
The stages and events of the project are put into plan. Where required the team is involved in the planning, like the areas of technical settings the project manager has little knowledge on that so he needs to plan with the technical team to get good result in that section. 9 SID 0926018 BEng (Hons) Mechanical Engineering

Quality
An establishment will profit from creating an effective quality management system. The foundation of a quality organisation is the conception of the customer and supplier working together for their mutual benefit. The customer are the people invited, the community making sure the customers enjoy good music.

Design Control and Costs

The design involved in this project
Table 4

Do list Booking the venue Paying the bands (include musicians) Advertising cost - flyers Refreshments Equipment rental (depends on the demand ) Accommodation cost Ticket printing Sound engineer

Cost Free 10,000 500 200 500 500 100 100

The venue just needs to be booked for the day; the venue is free since the church owns it. The bands involve not just the instrumentalist but also the guest musicians, and other gospel choir groups. Refreshment involves the eating and drinking by people and the musicians. In terms of equipment, it depends if it is a special request made by the guest artist because the church has most of the equipment for the concert. Accommodation will be just for a night because a particular artist likes to have a day rehearsal on stage to get use to the place he is to perform and rehearsal with his group.

Outcome four
Motivation and team planning
The manager has responsibilities for his colleagues as well as for himself. The aim of the Herzberg motivation test is to discover how people react to their job and the results from this test will apply to the manager. In this project the Herzberg test will be carried out towards the end of the project but motivation can be done during the project; since every member of the choir is not being paid to sing, it is important as motivation to prepare refreshment after each rehearsal, though the guest artist/ musicians are paid. Team planning provides resources needed to increase teamwork and efficiency in a global workplace. It assesses the strengths and performance in the stages of team development.

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Team facilitation and management

This involves letting the team tackle the problem, making sure the objectives is passed on clearly, avoid being bias, showing support, control conflict, knowing when to intervene.

Reference
Cooper, T., 2012. Project Management. Chelmsford: Anglia Ruskin University [10 December 2012]. Haslett, W.V, 2010. Risk Management foundations for a changing financial world. Hoboken: John Wiley & sons. JISC, 2012.project planning: project management http://www.jisc.ac.uk/fundingopportunities/projectmanagement/planning/management.aspx [accessed 19 November 2012 ]

Kerzner H. (1997). Project management: A systems approach to planning, scheduling, and controlling (6th ed.). New York: John Wiley & Sons
Levitt, G., 2012. Team planning for project Managers and Business Analysts. New York: Auerbach. http://www.routledge.com/books/details/9781439855430/ [accessed 26 November 2012]

Norman, S.E., Brotherton, A.S., and Fried, R.T., 2008. Work breakdown structure: Project Management Body of Knowledge (PMBOK Guide, Third Edition.). Newtown Square, Pennsylvania: Project Management Institute Inc.
Sharp, N., and Etches, S., 2012. What is a contract. Swantaturn. http://www.an.co.uk/knowledge_bank/article/92627/77173 [accessed 16 December 2012]. Smaglik, Paul. "Thinking ahead." Nature 423.6939 (2003): 565. Academic OneFile. Web. 10 Dec. 2012.

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