Construction Of Temporary Entertainment Venue: Scope, Stakeholder, Communication, Procurement, And Human Resource Management Plan

Project Overview

Project Owners

Save Time On Research and Writing
Hire a Pro to Write You a 100% Plagiarism-Free Paper.
Get My Paper

Client: Sorrento Quay Festivals Association

Landscape Company: Sorrento Quay and Boat Harbour Landscaping

Mission

The mission of this project is to construct a temporary entertainment venue at Sorrento Quay for a rural themed festival that will include a centre stage and seats for 100 people. The entertainment venue should be available for use for 16 days and after the schedule, the venue will be cleared.

Save Time On Research and Writing
Hire a Pro to Write You a 100% Plagiarism-Free Paper.
Get My Paper

Assumptions

The primary assumptions made while preparing the plan for this project are as follows.

  • There will be no adverse weather conditions during the entire project.
  • The terms of contract regarding the execution of the contract will be agreed with the contractor without any major complications.
  • Sufficiently skilled personnel and workers will be available for executing the project with best quality within the specified timeline.
  • License will be granted by the local government for the execution of the project and building the entertainment venue at the site.
  • The site will be suitable for building the entertainment venue and will not negatively impact the environment.
  • There will be sufficient space for the stage, 100 seats for spectators, snacks and drinks stands and car parking.
  • The venue will be easily accessible and connected to main road.
  • The entire site can be cleaned up within a few days after the event.

Requirements

The following are the requirements specification for the project.

  • An event stage for performances that is 200 square feet in size
  • Spectator sitting around three sides of the stage (for 100 sitting spectators)
  • Sufficient covering on top for protection against rain, dust and others
  • Five snacks stalls and five drinks stalls
  • Two ticket counters at two gates
  • 1 acre space for car parking

As per the initial agreements for the project, the boundaries will be as follows.

  • Saturdays and Sundays will be holidays and for the rest of the five days of the week, work hours will be 8 AM to 6 PM.
  • Entire site work will be done within the boundary placed during site renting and no work will be extended beyond the boundary.
  • All temporary setups will be placed so that they can be easily removed after the event is over.

As per the initial analysis, there are several constraints in the project. These constraints are listed as follows.

  • The overall time period provided for the execution of the project is extremely limited and there is no scope for further extension or buffer time as the event starts immediately after the project.
  • The budget of the project is a constraint as the client has provided a limited amount of funds.
  • Receiving the license for the project may be a constraint as the government may not permit the construction of the event site that will be used for a 16-day long festival.

The deliverables of the project are as follows.

  • Setting up of the performance stage for the event at the site
  • Setting up of spectator seats for 100 people
  • Setting up of drinks, snacks and souvenir stalls
  • Setting up of parking space near the venue
  • Setting up of emergency medical relief camp
  • Installation of safety equipments like fire extinguisher
  • Decoration of the entire venue
  • Installation of ticket booth

From the overall calculations, the overall net present value (NPV) is $200,291 (Detailed calculation is shown in the attached excel sheet).

Stakeholder Register

Project Title: Construction of Temporary Entertainment Venue Date Prepared: PLEASE FILL

Name

Role

Contact Information

Requirements

Expectations

Influence

Classification

PLEASE FILL

Project Manager

PLEASE FILL

Plan, manage and control the project

Provide sufficient guidance to other stakeholders and get involved in most of the project

High

Leading

PLEASE FILL

Finance Manager

PLEASE FILL

Manage project budget and payments

Manage finances of the project efficiently and keep track of all expenses

High

Supportive

PLEASE FILL

Site Work Supervisor

PLEASE FILL

Supervisor and monitor project work

Report to the project manager regarding progress of work everyday

Medium

Neutral

PLEASE FILL

Contractor

PLEASE FILL

Assign workers and manage the entire project execution

Provide skilled workers and ensure the project is completed within time

Low

Neutral

PLEASE FILL

Local Government Council

PLEASE FILL

Grant license and permit for the project and the event that follows

Cooperate with the festival authority and grant permit

High

Resistant

PLEASE FILL

Resource Contractor

PLEASE FILL

Supply materials and construction vehicles

Provide quality materials and construction vehicles as required

Low

Neutral

PLEASE FILL

Security

PLEASE FILL

Provide security to the workers

Provide sufficient security to the workers as well as the site at night

Low

Resistant

Project Title: Construction of Temporary Entertainment Venue Date Prepared: PLEASE FILL

Name

Role

Influence

Impact Assessment

Strategies

PLEASE FILL

Project Manager

High Interest, High Power

Key Player

Keep track of project progress, make changes in project accordingly

PLEASE FILL

Finance Manager

Low Interest, High Power

Key Player

Keep track of project expenses, manage budget as per requirements

PLEASE FILL

Site Work Supervisor

Low Interest, Low Power

Keep Informed

Supervise project work at the site

PLEASE FILL

Contractor

High Interest, High Power

Keep Satisfied

Manage activities of the site workers

PLEASE FILL

Local Government Council

Low Interest, High Power

Keep Satisfied

Monitor the project and event and collect tax from the event

PLEASE FILL

Resource Contractor

High Interest, Low Power

Keep Satisfied

Make payments for resources and vehicles

PLEASE FILL

Security

Low Interest, Low Power

Keep Informed

Keep informed about project work

Project Title: Construction of Temporary Entertainment Venue Date Prepared: PLEASE FILL

The project requires procurement of suitable materials for the construction of the temporary entertainment event stage, seating area and facilities. Without the sufficient quality of the materials, the overall stage set up may not be done properly or not safe for the participants or the spectators. For the purpose of procurement, a procurement manager has been appointed who will take care of the procurement of all necessary materials. He also needs to verify the background and reliability of the suppliers before procuring the necessary resources. As per the initial plan, the following resources are necessary.

Resource

Needed By

Temporary Stage for Performance

02/01/19

Temporary Walls for Stage Boundary

03/01/19

Equipments and Tools

01/01/19

Crane

01/01/19

Safety Equipments

05/01/19

Lights and Pyro

05/01/19

Seats

06/01/19

For this project, the following human resources and staffing are required:

  • Project Manager
  • Finance Manager
  • Site Work Supervisor
  • Contractor
  • Resource Contractor
  • Workers
  • Security
  • First Aid and Medical Assistance

The communication plan is developed as follows.

Stakeholder

Communication Reason

When?

How?

Project Manager

Update project progress

Every day

Progress report / email

Finance Manager

Update daily expenses

Every day

Finance report

Site Work Supervisor

Update progress in site work

Every day

Progress report

Contractor

Project requirements

Once before project

Verbal meeting

Local Government Council

Project details

Once before project

Project charter

Resource Contractor

Resource requirements

Whenever necessary

Resource list

Workers

Work requirements

Anytime during work hours

Verbal

Cost Benefit Analysis for Construction of Event Venue

Required Materials and Resources

 $         50,000.00

Wages and Stakeholder Costs

 $         60,000.00

Construction Vehicles

 $         15,000.00

Others

 $         10,000.00

Total Development Cost

 $       135,000.00

Event Management

 $         10,000.00

Volunteer Costs

 $           3,000.00

Food and Snacks for Event Participants

 $           2,500.00

Total Operational Cost

 $         15,500.00

Sponsor and Donations

 $         50,000.00

Ticket Sales

 $         25,000.00

Total Benefit

 $         75,000.00

Discount Rate Used

6.00%

Project Cost-Benefit Analysis

Analysis Variables:

Discount Rate Used

6.00%

Annual Benefits

 $     75,000.00

Annual Operational Costs

 $     15,500.00

One-Time Development Cost

 $   135,000.00

Year of Project

0

1

2

3

4

5

TOTALS

Economic Benefit

$0.00

 $          75,000.00

 $          75,000.00

 $            75,000.00

 $          75,000.00

 $        75,000.00

Discount Rate

1.0000

0.9434

0.8900

0.8396

0.7921

0.7473

PV of Benefits

$0.00

$70,754.72

$66,749.73

$62,971.45

$59,407.02

$56,044.36

NPV of all BENEFITS

$0.00

 $          70,754.72

 $        137,504.45

 $          200,475.90

 $        259,882.92

 $      315,927.28

 $     315,927.28

One-Time COSTS

 $(135,000.00)

Recurring Costs

$0.00

 $         (15,500.00)

 $         (15,500.00)

 $           (15,500.00)

 $         (15,500.00)

 $       (15,500.00)

Discount Rate

1.0000

0.9434

0.8900

0.8396

0.7921

0.7473

PV of Recurring Costs

$0.00

 $         (14,622.64)

 $         (13,794.94)

 $           (13,014.10)

 $         (12,277.45)

 $       (11,582.50)

NPV of all COSTS

 $(135,000.00)

 $       (149,622.64)

 $       (163,417.59)

 $         (176,431.69)

 $       (188,709.14)

 $     (200,291.64)

 $    (200,291.64)

Overall NPV

 $     115,635.65

Overall ROI

 

Based on the initial estimations of schedule and budget, following is the detailed work breakdown structure along with schedule and task dependencies.

Task Name

Duration

Start

Finish

Predecessors

Setting Up Temporary Event Stage at Sorrento Quay

19 days

Wed 12/19/18

Mon 1/14/19

   Project Discussion and Preliminary Planning

5 days

Wed 12/19/18

Tue 12/25/18

      Host Festival Committee Meeting

1 day

Wed 12/19/18

Wed 12/19/18

      Discuss about the Festival Event

1 day

Thu 12/20/18

Thu 12/20/18

2

      Select Rural Theme

1 day

Fri 12/21/18

Fri 12/21/18

3

      Analyze the Feasibility of the Event

1 day

Mon 12/24/18

Mon 12/24/18

4

      Finalize the Event

1 day

Tue 12/25/18

Tue 12/25/18

5

   Project Planning and Initiation

6 days

Wed 12/26/18

Wed 1/2/19

      Prepare Project Plan for the Event

1 day

Wed 12/26/18

Wed 12/26/18

6

      Develop Project Charter

1 day

Thu 12/27/18

Thu 12/27/18

8

      Finalize Scope of the Project

1 day

Fri 12/28/18

Fri 12/28/18

9

      Determine Project Deliverables and Boundaries

1 day

Fri 12/28/18

Fri 12/28/18

9

      Prepare Project Specifications

1 day

Fri 12/28/18

Fri 12/28/18

9

      Finalize Project Schedule

1 day

Fri 12/28/18

Fri 12/28/18

9

      Finalize Project Budget

1 day

Fri 12/28/18

Fri 12/28/18

9

      Hire Contractor

1 day

Mon 12/31/18

Mon 12/31/18

10, 11, 12, 13, 14

      Discuss Project

1 day

Tue 1/1/19

Tue 1/1/19

15

      Finalize the Execution of the Project

1 day

Wed 1/2/19

Wed 1/2/19

16

   Project Execution

7 days

Thu 1/3/19

Fri 1/11/19

      Prepare Event Ground

1 day

Thu 1/3/19

Thu 1/3/19

17

      Place Boundary Around the Ground

1 day

Fri 1/4/19

Fri 1/4/19

19

      Place Entertainment Stage

1 day

Fri 1/4/19

Fri 1/4/19

19

      Place 100 Seats for Spectators

1 day

Fri 1/4/19

Fri 1/4/19

19

      Install Safety Equipments

1 day

Mon 1/7/19

Mon 1/7/19

20, 21, 22

      Set Up Emergency Medical Assistance Camp

1 day

Tue 1/8/19

Tue 1/8/19

23

      Build Parking Space

1 day

Wed 1/9/19

Wed 1/9/19

24

      Decorate the Entire Venue

1 day

Thu 1/10/19

Thu 1/10/19

25

      Finishing Works

0.5 days

Fri 1/11/19

Fri 1/11/19

26

      Hand Over the Project

0.5 days

Fri 1/11/19

Fri 1/11/19

27

   Project Closing

1 day

Mon 1/14/19

Mon 1/14/19

      Review the Project

0.5 days

Mon 1/14/19

Mon 1/14/19

28

      Complete All Dues and Payments

0.3 days

Mon 1/14/19

Mon 1/14/19

30

      Finish Sign Off

0.2 days

Mon 1/14/19

Mon 1/14/19

31

The bottom up budget estimation for the project is as follows.

Task Name

Resource Names

Cost

Setting Up Temporary Event Stage at Sorrento Quay

$59,744.00

   Project Discussion and Preliminary Planning

$10,680.00

      Host Festival Committee Meeting

Project Manager

$1,200.00

      Discuss about the Festival Event

Finance Manager, Project Manager, Site Work Supervisor

$2,760.00

      Select Rural Theme

Finance Manager, Project Manager, Site Work Supervisor

$2,760.00

      Analyze the Feasibility of the Event

Finance Manager, Project Manager, Site Work Supervisor

$2,760.00

      Finalize the Event

Project Manager

$1,200.00

   Project Planning and Initiation

$13,640.00

      Prepare Project Plan for the Event

Project Manager

$1,200.00

      Develop Project Charter

Project Manager

$1,200.00

      Finalize Scope of the Project

Project Manager

$1,200.00

      Determine Project Deliverables and Boundaries

Project Manager

$1,200.00

      Prepare Project Specifications

Project Manager

$1,200.00

      Finalize Project Schedule

Project Manager

$1,200.00

      Finalize Project Budget

Finance Manager

$880.00

      Hire Contractor

Project Manager

$1,200.00

      Discuss Project

Contractor, Project Manager, Site Work Supervisor

$2,520.00

      Finalize the Execution of the Project

Contractor, Project Manager

$1,840.00

   Project Execution

$34,320.00

      Prepare Event Ground

Site Workers

$4,000.00

      Place Boundary Around the Ground

Site Workers

$4,000.00

      Place Entertainment Stage

Site Workers

$4,000.00

      Place 100 Seats for Spectators

Site Workers

$4,000.00

      Install Safety Equipments

Site Workers

$4,000.00

      Set Up Emergency Medical Assistance Camp

Site Workers

$4,000.00

      Build Parking Space

Site Workers

$4,000.00

      Decorate the Entire Venue

Site Workers

$4,000.00

      Finishing Works

Site Workers

$2,000.00

      Hand Over the Project

Contractor

$320.00

   Project Closing

$1,104.00

      Review the Project

Project Manager

$600.00

      Complete All Dues and Payments

Finance Manager

$264.00

      Finish Sign Off

Project Manager

$240.00

Probability

Impact

Very Low

1

Low

2

Medium

3

High

4

Very High

5

Very Low 1

Very Low 1

Low 2

Low 3

Low 4

Medium 5

Low 2

Low 2

Low 4

Medium 6

Medium 8

High 10

Medium 3

Low 3

Medium 6

High 9

High 12

Very High 15

High 4

Low 4

Medium 8

High 12

Very High 16

Very High 20

Very High 5

Medium 5

High 10

Very High 15

Very High 20

Very High 25

Source

Probability

Impact

Priority

Strategy

Responsibility

Review

External

Natural calamities like rain, snow, etc.

2

4

8

Prepare the site such that the rain water can be easily drained and snow can be cleared

Site Work Supervisor

Ongoing

Quality of materials provided by the supplier

2

3

6

Check materials quality during delivery, verify supplier background

Contractor

Supplier Background

Internal

Accidents during the construction work

4

4

16

Ensure all safety measures taken and regulations considered before proceeding with project work

Contractor

Safety guidelines of project

Permit not granted for project work

2

4

8

Ensure the government council is informed about all details of the project as well as its expected benefits

Project Manager

Project Charter

Low budget

2

4

8

Before start of project, ensure the budget is sufficient and there is some buffer budget

Finance Manager

Budget Review

Lack of sufficiently skilled labor

3

4

12

Recruit skilled labor from reputable contractors only

Contractor

Skill sets of the labor

Resource Name

Work

Cost

Project Manager

117.6 hrs

$17,640.00

   Host Festival Committee Meeting

8 hrs

$1,200.00

   Discuss about the Festival Event

8 hrs

$1,200.00

   Select Rural Theme

8 hrs

$1,200.00

   Analyze the Feasibility of the Event

8 hrs

$1,200.00

   Finalize the Event

8 hrs

$1,200.00

   Prepare Project Plan for the Event

8 hrs

$1,200.00

   Develop Project Charter

8 hrs

$1,200.00

   Finalize Scope of the Project

8 hrs

$1,200.00

   Determine Project Deliverables and Boundaries

8 hrs

$1,200.00

   Prepare Project Specifications

8 hrs

$1,200.00

   Finalize Project Schedule

8 hrs

$1,200.00

   Hire Contractor

8 hrs

$1,200.00

   Discuss Project

8 hrs

$1,200.00

   Finalize the Execution of the Project

8 hrs

$1,200.00

   Review the Project

4 hrs

$600.00

   Finish Sign Off

1.6 hrs

$240.00

Finance Manager

34.4 hrs

$3,784.00

   Discuss about the Festival Event

8 hrs

$880.00

   Select Rural Theme

8 hrs

$880.00

   Analyze the Feasibility of the Event

8 hrs

$880.00

   Finalize Project Budget

8 hrs

$880.00

   Complete All Dues and Payments

2.4 hrs

$264.00

Site Work Supervisor

32 hrs

$2,720.00

   Discuss about the Festival Event

8 hrs

$680.00

   Select Rural Theme

8 hrs

$680.00

   Analyze the Feasibility of the Event

8 hrs

$680.00

   Discuss Project

8 hrs

$680.00

Contractor

20 hrs

$1,600.00

   Discuss Project

8 hrs

$640.00

   Finalize the Execution of the Project

8 hrs

$640.00

   Hand Over the Project

4 hrs

$320.00

Site Workers

68 hrs

$34,000.00

   Prepare Event Ground

8 hrs

$4,000.00

   Place Boundary Around the Ground

8 hrs

$4,000.00

   Place Entertainment Stage

8 hrs

$4,000.00

   Place 100 Seats for Spectators

8 hrs

$4,000.00

   Install Safety Equipments

8 hrs

$4,000.00

   Set Up Emergency Medical Assistance Camp

8 hrs

$4,000.00

   Build Parking Space

8 hrs

$4,000.00

   Decorate the Entire Venue

8 hrs

$4,000.00

   Finishing Works

4 hrs

$2,000.00

For determining the cost baseline graph, the following table was used.

Task

Task  1

Task  2

Baseline Cost

Cost

Actual Cost

Setting Up Temporary Event Stage at Sorrento Quay

Project Discussion and Preliminary Planning

Host Festival Committee Meeting

1200

1200

0

Discuss about the Festival Event

2760

2760

0

Select Rural Theme

2760

2760

0

Analyze the Feasibility of the Event

2760

2760

0

Finalize the Event

1200

1200

0

Project Discussion and Preliminary Planning Total

10680

10680

0

Project Planning and Initiation

Prepare Project Plan for the Event

1200

1200

0

Develop Project Charter

1200

1200

0

Finalize Scope of the Project

1200

1200

0

Determine Project Deliverables and Boundaries

1200

1200

0

Prepare Project Specifications

1200

1200

0

Finalize Project Schedule

1200

1200

0

Finalize Project Budget

880

880

0

Hire Contractor

1200

1200

0

Discuss Project

2520

2520

0

Finalize the Execution of the Project

1840

1840

0

Project Planning and Initiation Total

13640

13640

0

Project Execution

Prepare Event Ground

4000

4000

0

Place Boundary Around the Ground

4000

4000

0

Place Entertainment Stage

4000

4000

0

Place 100 Seats for Spectators

4000

4000

0

Install Safety Equipments

4000

4000

0

Set Up Emergency Medical Assistance Camp

4000

4000

0

Build Parking Space

4000

4000

0

Decorate the Entire Venue

4000

4000

0

Finishing Works

2000

2000

0

Hand Over the Project

320

320

0

Project Execution Total

34320

34320

0

Project Closing

Review the Project

600

600

0

Complete All Dues and Payments

264

264

0

Finish Sign Off

240

240

0

Project Closing Total

1104

1104

0

Setting Up Temporary Event Stage at Sorrento Quay Total

59744

59744

0

Grand Total

59744

59744

0

Binder, J. (2016). Global project management: communication, collaboration and management across borders. Routledge.

Eskerod, P., & Jepsen, A. L. (2016). Project stakeholder management. Routledge.

Fleming, Q. W., & Koppelman, J. M. (2016, December). Earned value project management. Project Management Institute.

Harrison, F., & Lock, D. (2017). Advanced project management: a structured approach. Routledge.

Heagney, J. (2016). Fundamentals of project management. Amacom.

Heldman, K. (2018). PMP: project management professional exam study guide. John Wiley & Sons.

Kerzner, H., & Kerzner, H. R. (2017). Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

Larson, E. W., Gray, C. F., Danlin, U., Honig, B., & Bacarini, D. (2014). Project management: The managerial process (Vol. 6). Grandview Heights, OH: McGraw-Hill Education.

Leach, L. P. (2014). Critical chain project management. Artech House.

Lock, D. (2017). The essentials of project management. Routledge.

Marchewka, J. T. (2014). Information technology project management. John Wiley & Sons.

Martinelli, R. J., & Milosevic, D. Z. (2016). Project management toolbox: tools and techniques for the practicing project manager. John Wiley & Sons.

Mir, F. A., & Pinnington, A. H. (2014). Exploring the value of project management: linking project management performance and project success. International journal of project management, 32(2), 202-217.

Nicholas, J. M., & Steyn, H. (2017). Project management for engineering, business and technology. Routledge.

Schwalbe, K. (2015). Information technology project management. Cengage Learning.

Serra, C. E. M., & Kunc, M. (2015). Benefits realisation management and its influence on project success and on the execution of business strategies. International Journal of Project Management, 33(1), 53-66.

Svejvig, P., & Andersen, P. (2015). Rethinking project management: A structured literature review with a critical look at the brave new world. International Journal of Project Management, 33(2), 278-290.

Verzuh, E. (2015). The fast forward MBA in project management. John Wiley & Sons.

Walker, A. (2015). Project management in construction. John Wiley & Sons.