Detailed Project Plan: Kingston University Summer Party

This project plan outlines the organization of a summer party for Kingston University, designed to celebrate the end of exams. It encompasses a comprehensive project definition, including SMART objectives, stakeholder identification (suppliers, customers, etc.), milestones, and critical suc...Read More

GROUP PROJECT

TABLE OF CONTENTS
Introduction..........................................................................................................................................
Task 1...................................................................................................................................................
Project Definition.........................................................................................................................1
Task 2...................................................................................................................................................
Resources.....................................................................................................................................6
Budgeting.....................................................................................................................................7
Pricing..........................................................................................................................................7
Task 3...................................................................................................................................................
Project Plan..................................................................................................................................8
Conclusion..........................................................................................................................................
References..........................................................................................................................................

INTRODUCTION
Project management play crucial role in different prospects. However, it is important for
the managers or individual to follow or abide the rules and regulations so as to carry out a project
in effective way (Introduction to Project Management Principles and Practices Specialization,
2015). Herein, project manager is planning to organize a Summer Party for the Kingston
University London for celebrating the end of exams. However, the date of event is finalized on
Friday, 15th July 2016. In order to commence and carry out entire party project effectively
different aspects need to be taken into account such as description of project, SMART objectives,
stakeholders, milestones and critical success factors. Thus, present report provide the detailed
plan for executing the summer party of Kinston University within costs and time.
TASK 1
Project Definition
According to the present given case, project manager is planning to organize summer
party for the students and teacher for celebrating the end of exams. However, in order to carry
out the project in effective and efficient manner it is important for the project manager to assess
different aspects of the party and accordingly make the best possible decision regarding the
smooth and successful running of the party (Methods of project evaluation. 2015). Following are
the varied description of the summer party project:
Description
Project description The main purpose behind carrying out this party project is to provide
fun and leisure time to students and teachers after the hectic education
session or exam.
SMART Objectives - Specific: To organize creative and fun loving Summer party for the
students and teachers.
- Measurable: Success of party project will be measured by the
response of guests.
- Achievable: To provide quality of food and entertainment services to
the guests (Bushuyev and Wagner, 2014).
- Realistic: To generate the minimum monetary benefits or profits of
£2500.
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- Time: To manage all the activities from production to sum-up of
event within one day time.
Stakeholders There are various stakeholders associated with the party project such
as: Supplier, customers, production house, food and beverages, sound
and light etc (Olsson, 2008).
Major Millstones Summer Party
- Planning
- Resources
- Invitations
- Production
- Monitoring
Critical Success
factors
To provide maximum return to the sponsors.
To deliver highest quality of food and other essential services to the
customers (Cwikla and Jalocha, 2015).
To maintain better relationship with vendors.
To accomplish the project within defined period of time and costs.
 Project Description: According to the given scenario, students and teachers have been
through very tough time during the exams. Therefore, in order to provide them some
relaxation, authority of Kingston University London is planning to organise a summer
party. The party will consist of each and every aspect that provides fun and leisure time
to the people (Shelley, 2015).
 SMART Objectives: On the basis of above defined objectives it can be stated that the
main purpose of project manager is to organize creative and fun loving summer party for
the teachers and students so that they can enjoy after the end of exams. Furthermore,
responses of the customers will be taken on the basis of which project manager is
planning to measure the success of the party event (Dalcher, 2012). Providing of highest
quality of food and entertainment will help in attracting large number of audience so that
planners can generate the minimum profit of £2500.
 Stakeholders: In order to carry out a party project there are several stakeholders
associated which plays crucial role in successful completion of the project. Similarly,
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supplier, customers, production house, food and beverages, sound and light etc. are some
of the major stakeholders linked with the current party project which ensures that the
entire concept of project manager and senior authority of Kingston University can be
executed in the best possible manner (Highsmith, 2009).
 Milestones: Various milestones have been defined by the project manager which will act
as the base for carrying out the entire party project. However, from planning to summing-
up the party each and every activity will be considered as crucial and will be given equal
importance for the successful completion of the project.
 Critical success factors: Different critical success factors have been identified by the
project manager so as to determine that milestones assist in achieving the desired results.
Herein, manager will focus on generating maximum return for the sponsors by attracting
large number of audience (Kim and De La Garza, 2005). Further, highest quality of food
and entertainment services will be offered to the people in the party so that they can enjoy
and celebrate the end of exams. Lastly, success of project will be measured on the
completion of project time and costs.
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TASK 2
Summer Party of Kingston University London
 Planning phase
• Generating Idea
 Meeting with client
• Identifying expectations
• Finalizing date and venue
 Determining theme for event
• Selecting Creative and innovative Theme
 Client specification
• Requirement as per theme
• Quality and Safety aspects
• Pricing of Tickets
 Assessment of Available resource
• Human resources
• Financial resources
 Identifying resource requirement
• Suppliers
 Finalizing on resources
• Contract signing
 Costing
• Identifying costs of each activity
• Defining estimated costs
 Writing Budget
• Gathering of funds
• Allocating funds
 Quotation of price
• Negotiation and finalizing event
 Gathering team
• Defining goals and objectives
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• Assigning responsibilities
• Defining roles of respective individual
 Arranging resources
• Technical resources
• Materialistic resources
 Ticket
• Designing tickets
• Create tickets
 Finalizing
• Print tickets
• Distribute tickets
 Identifying caterers
• Market research
• negotiation with caterers
 Finalize caterers
• Signing contract
 Identifying Decorators
• Market research
• negotiation with Decorators
 Finalize Decorators
• Signing contract
 Identifying Sound & Light vendor
• Market research
• negotiation with Sound & Light vendor
 Finalize Sound & Light vendor
• Contract signing
 Identifying human resource provider
• Market research
• negotiation with human resource provider
 Finalize human resource provider
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• Contract signing
 Logistic department
• Market research
• Negotiating with logistic service provider
 Finalizing Logistic service provider
• Contract signing
 Pre-event meeting
• Last check-in with team members
• Check all invitations and responses
• Final venue check
 On-set production
• Tent set-up
• Sound and light set-up
• Catering set-up
• Photographer set-up
 Ensuring proper arrangements for party
• Final Check Up
 Execution
• Managing flow
• Controlling activities
 closure phase
• follow-up
Resources
To carry out a project in effective and efficient manner it is important for the project
manager to have adequate amount of resources especially human resources who can execute
their roles and responsibilities effectively and generate desired results for the project (Koskela
and Howell, 2002). Following is the management structure of Summer Party Project:
Team members Responsibilities
Project manager To carry out all the activities of Party project in effective
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manner.
Administrative officer To manage and control all the paper work as well as
documentation of entire project.
Marketing manager To promote and market the essentials of the project so as to
attract large number of audience for generating higher
revenues.
Finance manager Managing of available funds or money and allocating them in
best possible way.
Consultant To deal with clients and identify their expectations and mold
the functioning of event accordingly.
Budgeting
There are several activities which requires proper budgeting and costing for the desired
execution (Olsson, 2008). However, it is the duty of finance manager of project team to make
sure that he/she estimates the costs of each project appropriately so that desired results and
outcomes can be generated.
Particulars Amount (£)
Venue 1000
Sound and Light 800
Decorators 1200
Catering 1000
Food and Beverages 800
Printing and distribution 200
Total 5000
Pricing
Price of the ticket will be £100 and it is expected that around 100-120 people will attain
the party of the summer for celebrating the end of exams.
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TASK 3
Project Plan
Task Name Duration Start Finish Predecessors Resource
Names Cost
Summer Party of
Kingston University
London
55 days Sat
4/9/16
Thu
4/14/16 $11,504.00
Planning phase 1 day Sat
4/9/16
Sat
4/9/16 $320.00
Generating Idea 2 days Sat
4/9/16
Mon
4/11/16
Marketing
manager,
Project Manager
$320.00
Meeting with client 2 days Sat
4/9/16
Mon
4/11/16 $800.00
Identifying
expectations 2 days Tue
4/12/16
Wed
4/13/16 2,3
Consultant,
Project
Manager,
Marketing
manager
$512.00
Finalizing date and
venue 2 days Wed
4/13/16
Thu
4/14/16 5
Administrative
officer, Project
Manager
$288.00
Determining theme for
event 2 days Sat
4/9/16
Mon
4/11/16 $352.00
selecting Creative and
innovative Theme 2 days Fri
4/15/16
Mon
4/18/16 5,6 Consultant,
Project Manager $352.00
Client specification 3 days Sat
4/9/16
Tue
4/12/16 $1,024.00
Requirement as per
theme 3 days Fri
4/15/16
Tue
4/19/16 6
Administrative
officer,
Marketing
manager
$432.00
Quality and Safety
aspects 1 day Tue
4/19/16
Tue
4/19/16 8
Administrative
officer,
Marketing
manager
$144.00
Pricing of Tickets 2 days Wed
4/20/16
Thu
4/21/16
10,11 Administrative
officer,
Marketing
manager,
Finance
$448.00
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manager
Assessment of
Available resource 1 day Sat
4/9/16
Sat
4/9/16 $336.00
Human resources 1 day Fri
4/22/16
Fri
4/22/16 12 Consultant,
Project Manager $176.00
Financial resources 1 day Mon
4/25/16
Mon
4/25/16 14
Finance
manager,
Project Manager
$160.00
Identifying resource
requirement 2 days Sat
4/9/16
Mon
4/11/16 $160.00
Suppliers 2 days Tue
4/26/16
Wed
4/27/16 14,15 Project Manager $160.00
Finalizing on resources 1 day Sat
4/9/16
Sat
4/9/16 $176.00
Contract signing 1 day Thu
4/28/16
Thu
4/28/16 17
Consultant,
Marketing
manager
$176.00
Costing 3 days Sat
4/9/16
Tue
4/12/16 $672.00
Identifying costs of
each activity 3 days Fri
4/29/16
Tue
5/3/16 19
Administrative
officer, Finance
manager
$432.00
Defining estimated
costs 3 days Wed
5/4/16
Fri
5/6/16 21 Finance
manager $240.00
Writing Budget 3 days Sat
4/9/16
Tue
4/12/16 $560.00
Gathering of funds 3 days Mon
5/9/16
Wed
5/11/16 21,22
Finance
manager,
Project Manager
$480.00
Allocating funds 1 day Thu
5/12/16
Thu
5/12/16 24 Finance
manager $80.00
Quotation of price 2 days Sat
4/9/16
Mon
4/11/16 $160.00
Negotiation and
finalizing event 2 days Fri
5/13/16
Mon
5/16/16 25 Finance
manager $160.00
Gathering team 3 days Sat
4/9/16
Tue
4/12/16 $480.00
Defining goals and
objectives 3 days Fri
5/13/16
Tue
5/17/16 24,25 Project Manager $240.00
Assigning
responsibilities 2 days Tue
5/17/16
Wed
5/18/16 27 Project Manager $160.00
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Defining roles of
respective individual 1 day Thu
5/19/16
Thu
5/19/16 29,30 Project Manager $80.00
Arranging resources 2 days Sat
4/9/16
Mon
4/11/16 $240.00
Technical resources 2 days Fri
5/20/16
Mon
5/23/16 31 Project Manager $160.00
Materialistic resources 1 day Tue
5/24/16
Tue
5/24/16 33 Project Manager $80.00
Ticket 3 days Sat
4/9/16
Tue
4/12/16 $384.00
Designing tickets 3 days Wed
5/25/16
Fri
5/27/16 33,34 Administrative
officer $192.00
create tickets 3 days Mon
5/30/16
Wed
6/1/16 36 Administrative
officer $192.00
Finalizing 5 days Sat
4/9/16
Thu
4/14/16 $448.00
Print tickets 2 days Thu
6/2/16
Fri
6/3/16 37 Administrative
officer $128.00
Distribute tickets 5 days Mon
6/6/16
Fri
6/10/16 39 Administrative
officer $320.00
Identifying caterers 5 days Sat
4/9/16
Thu
4/14/16 $640.00
Market research 5 days Mon
6/13/16
Fri
6/17/16 40 Marketing
manager $400.00
negotiation with
caterers 3 days Mon
6/20/16
Wed
6/22/16 42 Project Manager $240.00
Finalize caterers 1 day Sat
4/9/16
Sat
4/9/16 $80.00
Signing contract 1 day Thu
6/23/16
Thu
6/23/16 42,43 Finance
manager $80.00
Identifying Decorators 5 days Sat
4/9/16
Thu
4/14/16 $640.00
Market research 5 days Fri
6/24/16
Thu
6/30/16 45 Marketing
manager $400.00
negotiation with
Decorators 3 days Fri
7/1/16
Tue
7/5/16 47 Project Manager $240.00
Finalize Decorators 1 day Sat
4/9/16
Sat
4/9/16 $80.00
Signing contract 1 day Wed
7/6/16
Wed
7/6/16 47,48 Finance
manager $80.00
Identifying Sound & 5 days Sat Thu $640.00
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Light vendor 4/9/16 4/14/16
Market research 5 days Thu
7/7/16
Wed
7/13/16 50 Marketing
manager $400.00
negotiation with Sound
& Light vendor 3 days Thu
7/14/16
Mon
7/18/16 52 Project Manager $240.00
Finalize Sound & Light
vendor 1 day Sat
4/9/16
Sat
4/9/16 $160.00
Contract signing 1 day Tue
7/19/16
Tue
7/19/16 52,53
Marketing
manager,
Finance
manager
$160.00
Identifying human
resource provider 5 days Sat
4/9/16
Thu
4/14/16 $880.00
Market research 5 days Wed
7/20/16
Tue
7/26/16 55 Marketing
manager $400.00
negotiation with
human resource provider 3 days Wed
7/27/16
Fri
7/29/16 57
Finance
manager,
Project Manager
$480.00
Finalize human
resource provider 1 day Sat
4/9/16
Sat
4/9/16 $160.00
Contract signing 1 day Mon
8/1/16
Mon
8/1/16 57,58
Marketing
manager,
Finance
manager
$160.00
Logistic department 5 days Sat
4/9/16
Thu
4/14/16 $400.00
Market research 5 days Tue
8/2/16
Mon
8/8/16 60 Marketing
manager $400.00
Finalizing Logistic
service provider 1 day Sat
4/9/16
Sat
4/9/16 $160.00
Contract signing 1 day Tue
8/9/16
Tue
8/9/16 62
Marketing
manager,
Finance
manager
$160.00
Pre-event meeting 1 day Sat
4/9/16
Sat
4/9/16 $432.00
Last check-in with
team members 1 day Wed
8/10/16
Wed
8/10/16 64
Administrative
officer, Project
Manager
$144.00
Check all invitations
and responses
1 day Thu
8/11/16
Thu
8/11/16
66 Administrative
officer, Project
$144.00
11

Manager
Final venue check 1 day Fri
8/12/16
Fri
8/12/16 67
Administrative
officer, Project
Manager
$144.00
on-set production 1 day Sat
4/9/16
Sat
4/9/16 $320.00
Tent set-up 1 day Mon
8/15/16
Mon
8/15/16 68 Project Manager $80.00
Sound and light set-up 1 day Tue
8/16/16
Tue
8/16/16 70 Project Manager $80.00
Catering set-up 1 day Wed
8/17/16
Wed
8/17/16 71 Project Manager $80.00
Photographer set-up 1 day Thu
8/18/16
Thu
8/18/16 72 Project Manager $80.00
Ensuring proper
arrangements for party 1 day Sat
4/9/16
Sat
4/9/16 $240.00
Final Check Up 1 day Fri
8/19/16
Fri
8/19/16 73,70,71,72
Consultant,
Project
Manager,
Administrative
officer
$240.00
Execution 1 day Sat
4/9/16
Sat
4/9/16 $384.00
Managing flow 1 day Mon
8/22/16
Mon
8/22/16 75
Consultant,
Project
Manager,
Administrative
officer
$240.00
Controlling activities 1 day Tue
8/23/16
Tue
8/23/16 77
Administrative
officer, Project
Manager
$144.00
closure phase 1 day Sat
4/9/16
Sat
4/9/16 $176.00
follow-up 1 day Wed
8/24/16
Wed
8/24/16 78
Project
Manager,
Consultant
$176.00
Gantt chart:
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13

Network Diagram:
On the basis of above use of project management tool it has been evaluated that, entire
Party project will be accomplished in 55 days. Furthermore, on the basis of function the entire
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cost of project will be £16500. While the price of ticket charged is £100 and it is estimated that
200 people will attain the party. Thus, it is expected that cited firm will attain the profit of £3500.
Costs Income
16500 100*200 = £20000
CONCLUSION
In summing up the report it has been analysed that, organising a project requires wide
range of activities and it is the duty of project manager to make sure that each and every activity
is carried out in the best possible manner. Further, summer party of Kingston University London
will take 55 days from planning to on date event along with this the total costs that firm will
incur £16500.
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