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

Project Overview

Project Owners

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.

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

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