Network Diagram
Timing of Activities
The number of days used to accomplish all the activities was measured depending of the work breakdown structure. Actions on the critical path however, enjoy no float meaning there is no extra time added on them. The activities on the non-critical path however, are allocated time that is slightly more than that required to complete the activity. Thus, to get the float, one ought to know that the activities on the critical path have a float of zero. Thus, the total float of the activities lying on the non-critical paths is calculated by identifying the next longest path after the critical path. This path is the one from A to B which goes for a period of 6 days. The number of days is then subtracted from the duration needed to complete the activities in the critical path. Thus, the float is 10-6 which gives a float of 4 days (Pritchard, 2004).
Critical path and duration of project
The critical path is the longest path in the route followed while doing the project. The time along this route is usually the shortest time required in carrying out the given task. If the activities on the critical path are delayed, this leads to a delay in all the other activities hence delaying the whole project. The critical path was thus determined by mapping the activities of the project with their estimated times.
The earliest time ES, in which an activity should start is equal to the latest start time, LS, and the earliest finish time for an activity equal to the latest finish time LF, of an activity to be completed. The longest path thus was from G to B which took around 16 days. To determine the duration of the whole project, all factors like the availability of personnel, equipment and their ability to work on the project estimated. The number of hours per day should also be looked into. Thus, assuming the number of hours an employee worked per day is eight, in a week an employee would work for 40 hours. Thus, assuming there were 10 employees, they would work for 400 hours a week thus the latest number of days would be 91 days assuming there was no slack (Meacham, 2007).
If the project starts on Monday 21 February 2011, the earliest date it can be completed is on 20 June 2011. If there was a 2 day delay during activity O, activity B which is preceded by it will be affected and delayed by two days. Every other activity preceded by B will also end up being delayed by two days. If activity Q is delayed by a day, then both O and P that precede it will be delayed by a day. The earliest time it can be completed is thus in 4 days. If activity D is delayed by a day, A that precedes it will also be delayed by a day. All the other activities that A precedes like D will also will, also be delayed by a day. This is because if one activity is delayed the duration of completion of the project too is affected (Richman, 2006).
Purpose of Network Diagrams
Network diagram is a diagrammatic way of illustrating the relationship between different tasks, what begins and what follows what. The visual impression makes it possible for planning and tracking the project where one can easily tell at which stage it is. This therefore allows one to easily know the scope of the project at a glance. Due to this visual representation of all tasks, one is not to cram all the activities that are necessary to complete a certain task thus allowing a novel person to be a productive part of the team more quickly. It gives one the “big picture” of what is engaged in the project to be carried out thus giving one minimum amount of research (Warren, 2003).
Task 2
Feasibility Report
Executive summary
Woods limited is a company that organizes and plans for events for individuals and companies. By doing this, it makes it easier for people to carry out their events, avoiding the hustles that come with the activity and in the process helping save money. Woods limited mostly holds its events in large cities, having its offices located in the north west of America. It boasts 14 well-trained permanent staff who works together with other casual worker. These staff includes one manager, three assistant managers, eight event managers and two administration staff.
The project is aimed at organizing the activities that will be carried out in the event successfully to ensure it all succeeds as planned. This requires the project manager to organize his team by assigning duties to every staff to ensure no duplication of activities or lack of accomplishment of others. The project manager employs both skills of leadership and managerial to ensure the risks of having a blackout or the artists failing to attend are well catered for in time. This ensures the event will go on as planned regardless of the challenges.
Introduction
Woods limited company deals with the organizing and planning of events, thereby working together with other companies like car manufactures, sports related companies and health clubs to ensure success. Woods company is set to plan for a unique music concert set to be held at a city in the north west of England where Take That, Rianna and Jay Z are expected to attend. The proposed plan is expected to provide an insight into the possibility of successfully holding the event. This report seeks to evaluate the overall importance and relevancy of an event set to be carried out by the Woods Limited Company (Guffey & Loewy, 2009).
Problems
The woods limited company is not certain on whether as many people as anticipated will attend. Though the event is planned as a unique one, and expected to attract many people especially the youngsters, it is impossible to tell if the expected number of people will turn up as expected. This brings about a great risk and may interfere with the financial state of the business incase the funds used up for the event are not recovered. Most times tickets are sold out before the event is held and most people buy time thinking they would do so on the day of the event. Procrastination however leads to laziness thus most resort to not attending at all. Thus, it is difficult to tell whether the customers will actually attend and this poses a big problem to the music company.
Statement of Objective
The main aim of this project is to provide the necessary materials and organize the venue, presenters and the personnel that would be essential to ensure the pop music concert to be held in the city of North America comes out as a success. To be able to achieve this, the management will be required:
1. To assign specific activities to personnel so that they are performed on time. The event managers will make publicity of the event prior to the day, to ensure everything is adequately catered for
2. to allow the managers estimate the amount of money required to successfully accomplish the event
3. To make available the equipment needed as scheduled to avoid inconveniences the event managers will organize the transportation of the public address system, chairs and decorations.
4. to organize for security in the place to ensure clients are safe and the concert goes as planned
In order to achieve the above objectives, the following activities will be implemented.
Activities
1. Publicity of event to ensure it is well advertised to the whole public. This is done by use of the media, posters and distribution of fliers
2. Invitations are sent to selected guest singers who are to perform on the event. Emails are sent to them and phone calls made up to inquire of their willing participation on time
3. The venue of the concert is identified and the amount of money for hire included in the budget
4. Equipment to be used during the event like the public address system is purchased
5. Other useful items for decoration of the stage are purchased
6. A follow-up is then done by the event managers on the guest singers invited to have a confirmation of their attendance
7. printing tickets
8. The amount of money to be paid for their service inquired and included in the budget
9. Transport is arranged by the event manager to transport the artists to the venue, as well as the equipment needed for the concert
10. Security guards are hired to offer protection and ensure the entire event is successful
11. The venue is arranged and prepared prior to the event
12. Sale of tickets
13. Arrival of artists and rehearsals
14. food and drink provided to artists (Ramakrishna, 2010).
Feasibility analysis
At this stage, market research to the success of the plan is investigated. This involves site identification whereby the best venue for the concert is identified. Several factors are put into consideration at this stage. Proximity to the targeted audience for instance is looked into. The attendance is more likely to be high if the venue is centrally placed, in a proximal place to the targeted audience. If they are university students for instance, it should be located in a town close to the university so most of them would find it easy to attend. The distance between the targeted audience and the venue of performance will therefore be assured to be minimized as much as possible.
Skills and competencies of project manager
The manager should be in a position to define the goals and strategies of the business. Once the team members understand that the project is aimed at coming up with a successful plan for the event. This will enable the team work towards making the event successful by carrying out all the activities as defined by the project manager. This will require the manager to have knowledge on the requirements needed to carry out the event. He should have knowledge of key competencies required in the team and if there be any deficiencies they will be hired, for instance technicians to handle the speaker.
For the project manager to be able to work well with his team to make the event a success, several skills and competencies are vital. Personal skills are essential to be able to sustain his team because one cannot successfully manage an event alone. A positive attitude is essential because challenges are bound to come thus one should be prepared to meet them. By employing consideration and empathy to other team members is vital to ensure the members are motivated and feel they fit in the team. This enables them to work well and success is ensured in the result of the project (Schwalbe, 2009).
The manager ought to come up with a work plan where every individual will be assigned duties to ensure every task is done at the right time. The management breaks down the tasks so that the publicity is done on time. If media coverage is required then the event planners work together with the administrators to ensure it is achieved. Assign a special event employee to work on the speakers for they are the backbone of the event. They should be well handled and transported safely into the venue to avoid damages. The assistant managers should be assigned the duties of purchasing the required materials like tables, chairs and stage decorations (Portny, 2006).
Technical skills are equally vital to every project manager to ensure that technical problems are well handled. Though at times they employ other technical personnel, it is advisable that one should have required basic knowledge to solve the technical issues that may arise. This is required for knowing which type of public address system will be required for the event (Schwalbe, 2009).
To ensure the project is a success, one should be able to adequately come up with a feasible budget that will cater for the requirements of the event. Resource forecasting is essential with the manager acting as a leader to enable the group estimate what amount they would require for the event. This ensures that items are bought in time to avoid inconveniences. Any risks that may arise should be taken care of. If among the performers only Jay Z appears for instance the manager should act quickly to ensure another artist is found to replace the others.
Risks
The project management team should anticipate the occurrence of some risks which need to be covered in order to avoid inconveniences during the event:
Failure to attend
The artists set to perform on the day will be contacted and a confirmation acquired from them to ensure they will attend. For other unavoidable reasons however one or all may fail to attend the artists are the ones who draw the people into attending a concert. Thus in the event that they fail, this may result to chaos from the group. The project management team covers this risk by getting stand-by performers to replace them. They may also attend and perform very shortly. The audience may not feel good about this and thus the project management team will have to prepare other artists that will keep the audience. They may not be very familiar, but local artists will do for keeping the audience busy.
Black-out
In such a big event, the occurrence of a blackout may bring all the activities to a halt. The project management team will cover this risk by providing generators that will provide electricity in the case of a blackout. This will be available at the venue of the event to avoid any inconveniences. An event manager will be assigned this duty to enable activities to run smoothly (Stevens, 2002).
Rowdy crowd
There is a risk of having a disorderly crowd who might cause war that may result to breakages which may disrupt the whole event. The project manager should be able to foresee this considering the event will be held at night. The project management team will thus employ security who will take care of any likely bad behavior.
Financial plan
Proposed budget
Expenses $
Legal 10000
Chairs 40000
Stage decorations 50000
PAS 200000
transport 110000
electricity 33000
publicity 70000
administration 5000
miscellaneous 30000
staff 430600
venue 20000
security 12000
Summary
Event planning has become necessary in the ever-changing world of entertainment. As the cost of living of individuals increase, so does the quest to hold events and indulge in entertainment. The advancement of music industry demands attention from such event –planning industries to ease and assist carrying out the activities to ensure success. With this regard, Woods Limited comes in handy (Carter, 2007).
The importance and prospective benefits of woods limited are undeniably profound. First, it enables the music company to save a considerable amount of money that would otherwise be used in purchasing items like chairs, tables and other items that are to be used in the concert. Secondly it saves the music company the hustle of trying to ensure the event is a success by drawing audiences and ensuring every activity is well organized for the event. Organizing for transport facilities, security and food for the guest may all appear to be too much taxing for the music industry. Neglect of activities that look minor may lead to greater messes. Thus, woods limited comes in handy to en sure every event is well organized and the event will perfectly go as planned (Turner, 2007).
References
Carter, L. (2007). Event Planning. New York: AuthorHouse.
Guffey, M & Loewy, D. (2009).Essentials of Business Communication (Book Only). New York: Cengage Learning.
Meacham, J. (2007). Critical Path. New York: PublishAmerica.
Portny, S. (2006). Project Management for Dummies. London: For Dummies.
Ramakrishna, K. (2010). Essentials of Project Management. New York: PHI Learning Pvt. Limited.
Turner, R. (2007). Gower handbook of Project Management. New York: Gower Publishing, Limited.
Stevens, M. (2002). Project Management Pathways. Harvard: APM Publishing Limited.
Schwalbe, K. (2009). Information Technology Project Management. New York: Cengage Learning.
Pritchard, C. (2004). The project management communications toolkit. London: Artech House.
Richman, L. (2006). Improving your project management skills. New York: AMACOM Div American Mgmt Assn.
Warren, K. (2003). The Critical Path: Building Strategic Performance through Time. London: VOLA Press.
