Project Development and Implementation for Strategic Managers

Unit 17 Project Development and Implementation for Strategic Managers


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Assignment on

Project Development and Implementation for Strategic Managers

Unit 17
Edexcel BTEC level 2 Extended Diploma in strategic Management and Leadership (QCF)





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Date of Submission:





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 (1.3)          Produce a specification for an agreed project to implement a new product, service or process

AC (2.1)          Produce a project plan for an agreed project.
AC (2.2)          Match appropriate resources to the project.
AC (2.3)          Cost all resources required for implementing a project.
AC (2.4)          Agree timescales for the management and implementation of a project.
AC (2.5)          Plan an appropriate strategy for the implementation of a project.

AC (3.1)          Implement a project in accordance with an agreed specification.
AC (3.2)          Develop appropriate measures to monitor and evaluate progress and Outcomes.
AC (3.3)          Monitor the implementation of the project.

AC (4.1)          Analyze the outcomes of a project in terms of the original project specification.
AC (4.2)          Evaluate the outcomes of a project.
AC (4.3)          Make justified recommendations for improvements to the project.

AC (5.1)          Produce a report of all project procedures used.
AC (5.2)          Present the outcomes of the project to an audience using an agreed format and appropriate.






Note: The Chosen Organization for the Assignment.

Happy Heart Events Management Private Limited

Happy Heart Events Management Private Limited, has organized more than hundreds events of various types, like Annual Dinner and Dance events, wedding and solemnization occasions, product launch functions, opening ceremonies, seminars, exhibitions and carnivals, which mostly involved 150 – 300 personnel per event. Our company, Happy Heart Event Management Pte Ltd, is a relatively new company that have organized more than hundreds events of various types, like Annual Dinner & Dance, Wedding & Solemnization, Product launching, Opening ceremony, Seminars, Exhibition and carnivals etc, which mostly involved 150 – 300 personnel per event. Our company provides customized, strategic event experiences where guests connect with our clients' brands and products in ways that are personally relevant and memorable. Our team offers the creative vision, professionalism, and event expertise to create winning events - with a constant eye towards detail, quality, originality and results. Based on devotion in our mission and jobWith high levels of professionalism and commitment, we are well-trusted by our clients. Building our good reputation of excellent planning and organization skills, this reputation comes with our experience teams of more than a decade of experiences and the project manager well versed skills in project planning and management.

Our company’s vision is to be the preferred event planning company in UK. Our current business strategy is to create a new market and as well as establish long lasting relationship with clients’ with a clear, well defined business plan, objectives and financial criteria. We provide total solutions for event ranging from all sizes, sophistication, and logistic supports to marketing and public relations function to ensure every aspect and component is strategically put in place to deliver the best results. With an equipment of good grasp of the strategic marketing and advertising skill, we will be able to understand and fulfill our clients’ expectations and requirements. Our company motto is to be responsive towards the queries and professionally address the issues that our clients have. We adopt a strategic design and planning process to attain the most satisfactory results with a well-managed timeline.

With all the successes and experiences on small scale events, we are currently presented with the break-through opportunity of managing Hiticha Group’s annual Dinner and Dance. Hiticha Group is an internationally reputable organization, this project will enable us to prove our capability in handling multi-national company’s event. Also, this project will put our reputation to the toughest test.



Table of Contents

Task
Topic
Page
AC (1.1)
Analyze the factors that contribute to the process of project selection.
6
AC (1.2)
Develop outline project specifications for the implementation of a new product, service or process.
7
AC (1.3)
Produce a specification for an agreed project to implement a new product, service or process
8
AC (2.1)
Produce a project plan for an agreed project.
12
AC (2.2)
Match appropriate resources to the project.
16
AC (2.3)
Cost all resources required for implementing a project.
18
AC (2.4)
Agree timescales for the management and implementation of a project.
19
AC (2.5)
Plan an appropriate strategy for the implementation of a project.
21
AC (3.1)
Implement a project in accordance with an agreed specification.
23
AC (3.2)
Develop appropriate measures to monitor and evaluate progress and Outcomes.
25
AC (3.3)
Monitor the implementation of the project.
27
AC (4.1)
Analyze the outcomes of a project in terms of the original project specification.
29
AC (4.2)
Evaluate the outcomes of a project.
30
AC (4.3)
Make justified recommendations for improvements to the project.
31
AC (5.1)
Produce a report of all project procedures used.
32
AC (5.2)
Present the outcomes of the project to an audience using an agreed format and appropriate.
34
-
Reference
35


AC (1.1): Analyze the factors that contribute to the process of project selection.CIS3007 Enterprise solutions project

Technological factor
Advances in technology can help improve productivity of labor, also as reduce transportation costs, distribution costs, communication costs and production costs. Examples of it include changes that affect the production and distribution of a product or services.

Economic factor
Economic 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 risks and even deters investment. Examples of it include national income, taxation policy, foreign exchange policy, inflation rate, etc.

Physical factor
It refers to the physical location and natural environment which directly affects the economic development of the countries or a region. A favorable physical environment with well-planned infrastructures likes the airport and transport facilities can attract firms.

Social and cultural factor
Social factor affects the productivity and labor supply. Examples of it include the population structure, language ability, education level, etc. Cultural factor affects trhe taste and preferences of costumers. Examples of it include whether a country encourage women to go out and work and emphasis on virtue of hard work.

Political factor
This is related to the political system, laws and regulations of a country. Political systems can be classified as authoritarian and democratic. Laws and regulations' examples include licensing laws, customer laws, and labor laws, and licensing regulations. A country with sound legal system and stable political condition can attract investments as it enhances investors' confidence.


AC (1.2): Develop outline project specifications for the implementation of a new product, service or process.

Hiticha Group is a well-known multinational organization which specialized in manufacturing electronic products for the retail market. With a budget of £120,000, Hiticha Group has decided to shortlist our company as the most potential event company to manage their 15th Annual Dinner and Dance event. With clients’ endorsement, it will be named the “Starry Starry Night!!!!”

The objectives for this project are to provide our new client an extraordinary Annual Dinner and Dance, and to make an impression in our client for future engagements for our services. With the organizational commitment from top management to the team members, it lays the fundamental structure for the project manager to develop and execute the project plan.



AC (1.3): Produce a specification for an agreed project to implement a new product, service or process.

Scope of the Project:
Hiticha Group is a well-known multinational organization which specialized in manufacturing electronic products for the retail market. Hiticha Group head-quarter is based in Japan with more than 10 overseas branches. UK’s regional office deals with marketing, sales and service support etc. In December 2011, Hiticha’s UK office will host their 15th Annual Dinner and Dance event, gathering approximately 500 staffs including clients, partners as well as business associates. With a budget of £120,000, Hiticha Group has decided to shortlist our company as the most potential event company to manage their 15th Annual Dinner and Dance event.

From the initial understanding, Hiticha Group will like to conceptualize their dinner and dinner as per their latest marketing campaign – Like “The Shooting Star”. We are tasked to create a theme that chosen embraces grandeur and glamour at a beach environment, where the party will start from evening till the end. The underlying mission is to create an environment, filled with special activities. We hope to provide all guests and staffs with the experience of an extraordinary starry beach night and indulge in the wonderful and splendid performances organize by our company. With clients endorsement, we will name the event “Starry Starry Night!!!!”

Objective of the project:
Our objectives for this project are to provide our new client an extraordinary Annual Dinner and Dance, and to make an impression in our client for future engagements for our services. This project will be the critical stepping stone for our company to gain more market share. The top management of the company will select the most suitable project manager to lead this project. The project manager is desirable to be tactful with clients, positive and committed, and experienced in managing a team to organize the larger scale projects. The importance of leadership is to organize the project team and amplify commitments in the team members. With the organizational commitment from top management to the team members, it lays the fundamental structure for the project manager to develop and execute the project plan.

The project cycle is the basis for the project manager to develop the project plan. The Business aspect involves all the operational functions that relating to the overall business management of the project issues from the perspective of customer management, justification of the project. Whereas, Budget aspect involve events related to the requisitioning of the project funds and its management throughout the life of the project implementation. Whereas, Technical aspect identifies the list of activities and events required to provide the optimum technical solution in the most efficient way. The technical aspect spans from the determination of what our client wants to validation the project solution that satisfies our clients. The below illustration will give a more concise concept on the three aspects from our company perspective on this project.

Business aspect: Being labeled as medium-sized event company, we are lack of multi-national company’s event to our portfolio to showcase our success. The milestone project with Hiticha provides us with the opportunity to break-through our currently status and to advance into the multi-national company market. It is very much critical that we can clinch this project.

Budget Aspect: “Starry Starry Night” is an outdoor event, which is also the 15th years anniversary celebration of the Hiticha company. It is expected to cater for about 500 guests. Our client has mentioned that they will be investing a considerable sum of £120,000 for this event, however they also wish we able to assist them to reduce some unnecessary cost for this project. While we are aiming at a forty percents profit from the entire project, we will attempt to assist our client in reducing their cost. However, in order for our company to have better case flow during the implementation period, as per proposed contract, the payments will be made to us by 2 installments, which is 60% follow by 40% of the total proposal cost. The first payment will be made to us when we sign the official contract, while the second payment will be the day after the event. With the first installment being received, we will have sufficient cash flow to carry out this project.

Technical Aspect: One of the deciding factor for the project to be considered as successful lies on the satisfaction of our clients. The smile on our client face, after the event, is the deciding factor. Our challenge is to ensure that the setting is to be done as per the expectation of the given theme, creating the right atmosphere for the guests, within the given timeline.

In order to meet the above objectives, the following portions will highlight on the each of the cycles. Basically Business, Budget and Technical cycle are each made up of three periods, study, implementation and operation periods, which will be illustrated in the later part

Project management, planning and implementation cycle:
Project management and planning coordinate and optimize the resources necessary to successfully complete a project. The resources referring to are manpower, skills, budget, commitment, systems and equipment. Goal of planning is to meet project objectives - meeting company and client's requirements. Project plan coordinates and optimizes coordination, mitigating risk and plan for contingencies. Importantly, it aims to obtain commitment from team members to see through the project from planning to operation and disposal. The plan puts in-place a control system to ensure for accountability of processes and expenditure, meeting schedules and clarity.

For the project to be successful and achieve the given objectives, it is critical to understand and plan our project cycle. Project cycle is defined as an orderly sequence of integrated activities, performed in phases, leading to success (Forsberg, Mooz and Cotterman, 2005). Like all projects, we will need to break down our project cycle into three aspects – business, budget and technical. The team should see project cycle as the foundation for achieving predictable performance which is tailored with special characteristics. The resultant project cycle then becomes the parent or driver of the project’s logic network – represented by PERT and GANTT charts that will be developed during the planning. (Forsberg, Mooz and Cotterman, 2005) The project cycle should be planned throughout the study period, implementation period and operation period.




AC (2.1): Produce a project plan for an agreed project.

Scope of the Project:
Hiticha Group is a well-known multinational organization which specialized in manufacturing electronic products for the retail market. Hiticha Group head-quarter is based in Japan with more than 10 overseas branches. UK’s regional office deals with South-East Asia marketing, sales and service support etc. In December 2011, Hiticha’s UK office will host their 15th Annual Dinner and Dance event, gathering approximately 500 staffs including clients, partners as well as business associates. With a budget of £ 120,000, Hiticha Group has decided to shortlist our company as the most potential event company to manage their 15th Annual Dinner and Dance event.

From the initial understanding, Hiticha Group will like to conceptualize their dinner and dinner as per their latest marketing campaign – Like the shooting starThe Shooting Star. We are tasked to create a theme that chosen embraces grandeur and glamour at a beach environment, where the party will start from evening till the end. The underlying mission is to create an environment, filled with special activities. We hope to provide all guests and staffs with the experience of an extraordinary starry beach night and indulge in the wonderful and splendid performances organize by our company. With clients endorsement, we will name the event “Starry Starry Night!!!!”

Objective of the project:
Our objectives for this project are to provide our new client an extraordinary Annual Dinner and Dance, and to make an impression in our client for future engagements for our services. This project will be the critical stepping stone for our company to gain more market share. The top management of the company will select the most suitable project manager to lead this project. The project manager is desirable to be tactful with clients, positive and committed, and experienced in managing a team to organize the larger scale projects. The importance of leadership is to organize the project team and amplify commitments in the team members. With the organizational commitment from top management to the team members, it lays the fundamental structure for the project manager to develop and execute the project plan.

The project cycle is the basis for the project manager to develop the project plan. The Business aspect involves all the operational functions that relating to the overall business management of the project issues from the perspective of customer management, justification of the project. Whereas, Budget aspect involve events related to the requisitioning of the project funds and its management throughout the life of the project implementation. Whereas, Technical aspect identifies the list of activities and events required to provide the optimum technical solution in the most efficient way. The technical aspect spans from the determination of what our client wants to validation the project solution that satisfies our clients. The below illustration will give a more concise concept on the three aspects from our company perspective on this project.

Business aspect: Being labeled as medium-sized event company, we are lack of multi-national company’s event to our portfolio to showcase our success. The milestone project with Hiticha provides us with the opportunity to break-through our currently status and to advance into the multi-national company market. It is very much critical that we can clinch this project.

Budget Aspect: “Starry Starry Night” is an outdoor event, which is also the 15th years anniversary celebration of the Hiticha company. It is expected to cater for about 500 guests. Our client has mentioned that they will be investing a considerable sum of £ 120,000 for this event, however they also wish we able to assist them to reduce some unnecessary cost for this project. While we are aiming at a forty percents profit from the entire project, we will attempt to assist our client in reducing their cost. However, in order for our company to have better case flow during the implementation period, as per proposed contract, the payments will be made to us by 2 installments, which is 60% follow by 40% of the total proposal cost. The first payment will be made to us when we sign the official contract, while the second payment will be the day after the event. With the first installment being received, we will have sufficient cash flow to carry out this project.

Technical Aspect: One of the deciding factor for the project to be considered as successful lies on the satisfaction of our clients. The smile on our client face, after the event, is the deciding factor. Our challenge is to ensure that the setting is to be done as per the expectation of the given theme, creating the right atmosphere for the guests, within the given timeline.

In order to meet the above objectives, the following portions will highlight on the each of the cycles. Basically Business, Budget and Technical cycle are each made up of three periods, study, implementation and operation periods, which will be illustrated in the later part

Project management, planning and implementation cycle:
Project management and planning coordinate and optimize the resources necessary to successfully complete a project. The resources referring to are manpower, skills, budget, commitment, systems and equipment. Goal of planning is to meet project objectives - meeting company and client's requirements. Project plan coordinates and optimizes coordination, mitigating risk and plan for contingencies. Importantly, it aims to obtain commitment from team members to see through the project from planning to operation and disposal. The plan puts in-place a control system to ensure for accountability of processes and expenditure, meeting schedules and clarity.

For the project to be successful and achieve the given objectives, it is critical to understand and plan our project cycle. Project cycle is defined as an orderly sequence of integrated activities, performed in phases, leading to success (Forsberg, Mooz and Cotterman, 2005). Like all projects, we will need to break down our project cycle into three aspects – business, budget and technical. The team should see project cycle as the foundation for achieving predictable performance which is tailored with special characteristics. The resultant project cycle then becomes the parent or driver of the project’s logic network – represented by PERT and GANTT charts that will be developed during the planning. (Forsberg, Mooz and Cotterman, 2005) The project cycle should be planned throughout the study period, implementation period and operation period.


and stage setup etc. The whole process is disrupted which causes the planning to be delayed as well as affected the whole progress of implementation process. Thus, our deadline might not be meets as result we are not able to complete the project as schedule or plan. Whereas, the non critical path activity like collection of customized gifts have been deferred to another date due to the delay in shipment that causes the original collection date schedule to be delayed rather than completed by 2nd Dec 2011 -  the actual collection date. But, it does not disrupt the whole progress as the other functions still able to carry out without delay. Hence, precautionary measurement has been taken into account as we arranged the tentage 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 like raining. The early setup of tentage will act as a buffers, this is to prevent unforeseeable circumstance for disrupting the progress or delay of the whole process.

With the above precautionary measurements, we believed that we will be able to meet our deadline or finish the event early which won’t fail the expectation that our clients have in us.





AC (4.1): Analyze the outcomes of a project in terms of the original project specification.

The accomplishment of this project provides many benefits to the company. Besides having a higher reputation for events planning services, there will be a boost in company’s revenue and sense of achievement in employees. Essential to the growth of the company, the knowledge management processes will aid future project teams in managing similar projects, improving cost effectiveness and work efficiency.






AC (4.2): Evaluate the outcomes of a project.

One of the main concerns with regards to this project is on the accuracy of the project’s budgeting plan. The objective is to create an accurate and well monitored budget plan, in order to reduce the risk of getting into cash flow difficulties or over-spending the given budget.

In order to meet the clients expectation and given event theme, we will be engaging external companies to perform several activities and to custom-make gifts and decoration items. As we have forecasted that the number of items required and its quantity and quality required may varies, it is critical for our logistics and external liaison team to be precise on the quotations gathered during the sourcing phase in the study period. Such variable cost includes the entertainers’ fees, cost to customize-make items, cost of construction, cost of printing and cost of external manpower. The logistic team is to tabulate a project product list as according to projected quantity and quality. Whenever there is any update or changes to the project product list, our logistic team is to notify the finance department. The finance department’s role is to control and monitor the budgeting. We will discuss on the methods of monitoring in the later part.Unit 16: Understanding Specific Needs in health and social care    

Based on the information and quotation gathered, the finance department, together with the project manager will draft out a budget proposal which include the project cost, proposed pricing for client and estimated profit. This budget plan has to be reviewed and agreed by all other departments, especially the logistic department. The project manager and the external liaison team will liaise with the client to confirm on the pricing and revised the plan if necessary. Upon endorsement of contract, client will be invoiced with 60% of the contracted price and remaining balance on a later date. To 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 external parties. By doing so, we can be ensured that our finance department have the cash available for any out-going payment required, if the budget is well-maintained.



AC (4.3): Make justified recommendations for improvements to the project.

Based on our experience, one of the factors that can cause an event to fail is due to the client’s expectation and requirement. Although being contracted, most clients have the habits of making last minutes changes to the theme or requirements. If the project manager fails to cater sufficient timeline within the project scheduling, the project will fail either in terms of meeting the deadline or meeting the client’s expectation. As the old saying goes “Customer is always right”, we have to anticipate any changes, which our client will have and ensure that there is always sufficient time to work on the changes incurred.

To avoid the unpleasant situation, it is the responsibility of our external liaison team to be in constant contact with our client, updating them on our current process and informing that the upcoming process. This allows our client to alert us before hand on the changes, which they have in mind. Also, external liaison team will constantly remind the client on the timeline given to them for making changes before we execute each important activity like design of gifts or arrangement of floor plan. Meanwhile, we will be closely monitoring the timeline and progress advancement that set by us internally in order to have more buffers when required as well as from our clients. This is to prevent us from having any hiccups or letting our clients to have any unpleasant experience with us. Building a good rapport with clients will enable us to give them a sense of satisfactory and that is what our company have been emphasizing.



AC (5.1): Produce a report of all project procedures used.

Before the project commence, the event manager and the team members are identified as early as possible. This is because the team members are chartered from various departments in the company. Early identification allows event manager and department managers to manage work load of the team members. In the company, the matrix functional structure is always adopted. Employees from various departments are assigned to be team members in project teams. This is because they are in the best position to assist the project team in their primary scope of work. Hence, for example, an accountant is assigned to manage financial accounting and payments for the event.  With all the required staffing, the Organization Breakdown Structure (OBS) provides the reporting structure for the project. Importantly, it identifies the all group members, stake holders and management. It is the structure that to organize the project team. The organization structure provides one of the fundamental structures to support the project through its project cycle.

From the PPL listed, the Work Breakdown Structure (WBS) is used to assist the project team to allocate budget, assign tasks and scheduling. It is also developed to provide an effective visual overview of identifying of tasks, statuses and task owner. The WBS diagram, as below, is divided in four main categories of work – Venue Setup, Entertainment, Food and Beverage and Industrial Relations. Industrial Relationship is an important component to ensure continuous communication with the clients, understanding and managing client’s requirements, and translating into time, cost and tasks. In addition, task owners help to market the company’s services. Another category, Venue Setup, is essential as the foundation for the rest of the activities to fall in-place. Achieving the theme at the beach is unique and challenging, and requires a lot of resources. The entertainment category also consists of resources. It is also the key performance indicator for our company to make the mark in Hitacha and their business partners. The fourth category is Food and Beverages, which is baseline for customer satisfaction.

Each category of work in the WBS is further broken down into sub-categories and eventually into tasks. WBS dictionary and WBS package compliments by further elaborating on the tasks. The WBS dictionary defines the tasks, task requirements and expectations in the WBS. The WBS package states the critical information about completing the task. Such critical information includes the dates for commencement and completion, task owner, allocated budget and conditions. The comprehensive WBS helps the event manager to identify the tasks which are critical to fulfil the requirements for each system or activity. During the initiation ceremony, the WBS will be signed off by the process owners, signifying top management’s recognition and commitment to the team members. Intangibly, the signing-off event harnesses organizational commitments from task owners. The WBS will be placed on the company’s server for easy access to all team members and top management. This enhances communication and better understanding among top management and project team.

From the work breakdown structure (WBS), the project manager will allocate the members with responsibility that suit the team member’s capability. Based on their job scope, each member will attempt to assist the client’s D&D committees in their concept planning, coordinating, and sourcing for alternative resources during the implementation period. The 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 logistic team to design and build the special effects lighting in order to lift up the atmosphere and the moods of the audiences. The setting of the special effect and lighting will be pre set up and test during the rehearsal, prior to the actual event.




AC (5.2): Present the outcomes of the project to an audience using an agreed format and appropriate.

A competent project manager is selected to lead the biggest event for our company. It will be an opportunity to develop the company’s profile and improve reputation. With commitment from top management, the project manager leads the team in proposing a unique and feasible theme to clinch the deal. To ensure highest success rate, the project managers will develop a detailed and comprehensive project development plan. Risks will be identified and mitigated. Control measures will be put in-place to monitor and react to problems as soon as possible.

The accomplishment of this project provides many benefits to the company. Besides having a higher reputation for events planning services, there will be a boost in company’s revenue and sense of achievement in employees. Essential to the growth of the company, the knowledge management processes will aid future project teams in managing similar projects, improving cost effectiveness and work efficiency.




References:

Forsberg, K. & Mooz, H. & Cotterman, H., 2005. Visualizing Project Management. 3rd ed. USA: John Wilsey & Sons, Inc.

Allen, J., 2004. Marketing Your Event Planning Business. Canada: John Wilsey & Sons, Inc.

Rounds, M., 2004. Common Sense Project Management. UK: Prentice Hall.

Young, T.L., 2001. Implementing Projects. London: The Industrial Society.

Phillips, J.J. & Zuniga L., 2011. Cost and ROI. USA, John Wilsey & Sons, Inc.









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