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Rock ‘n’ Reggae Course ProjectTiffany WilliamsColumbia Southern UniversityMBA 6961 – Project ManagementDr. TrotmanAbstractThe Rock ‘n’ Reggae Project is a case study which is conducted as a game for project management students to work and practice different elements in project management. The original game design was created by Ken Klassen of Brock University and Keith Willoughby of Bucknell University. The premise of the project is one in which the paper’s author is playing the role of a Project Manager for a company; Planners ‘R Us. My company has been hired to manage the setup and delivery of an outdoor summer music festival in an unnamed Florida town. Parameters are provide which limit the amount of employees which can be used as well as a list of tasks to be completed with expected deadlines. The Rock ‘n’ Reggae ProjectMy company, Planners “R” Us has been hired to oversee the creation and implementation of a summer music festival named “Rock ‘n’ Reggae. The goal of this project is to provide a number of project management documents including a Project Plan: which will contain the project’s concept, constraints and expectationsWork Breakdown Structure: Including a list of the twelve activities to complete Risk Analysis: to determine potential threats to the success of the concert as well as a quantitative analysis of the viability of each threat.Cost Estimate: to show knowledge of budget creation Schedule Chart: to show knowledge of project management software, a Gantt or PERT chart will be provided indicating the project’s scheduleCurrently there are four dedicated employees at my disposal with an option for a fifth, for a fee. The project must be completed in 10 weeks. The location of the concert will be a local football stadium with a capacity of 8000. The Rock ‘n’ Reggae Project Plan The town of Buford, Florida (population 256,468) is excited to offer the First Annual Rock n‘ Reggae Music Festival to its residents. This concept involves providing a one day music festival featuring a variety of local, regional national and international bands with a musical focus on rock ‘n roll and/or reggae. The event is expected to attract local and regional fans and, if successful (well-attended), will become a recurring festival for the town of Buford. Additional money and marketing will also be spent to have the festival highlighted on MTV (Music Television) as Florida’s premier summer music event. Because this is a first time event, a number of constraints are in place. For instance, the event is to take place in an outdoor arena in which inclement weather could cause failure. There is also a risk associated with the success of the marketing and publicity coordination. To help ensure successful promotion of the venue, the festival organizers are working with MTV – Music Television to record and re-play the concert on the television station. This festival has the potential to provide much needed publicity to the town of Buford, in addition to tourism dollars.Work Breakdown StructureThere are twelve main activities that Planners ‘R’ Us is being asked to coordinate in order to make this festival a success. A work breakdown structure is provided below to explain the activities and work packets assigned to each. Work Breakdown StructureActivity Breakdown Description WBS CodeDeliverable 1Contract negotiation with selected music groupsWP1Hold panel meeting with city leaders and local interest groups to determine band roster – with three alternates chosen1.1WP2Send invitations to band representatives1.2WP3Confirm band roster1.3WP4Request riders from bands to determine special needs for stage construction1.4Deliverable 2Find a construction firm & build the stageWP1Send out Request for Bids2.1WP2Review bids and award contract to construction firm2.2WP3Compare stage blueprints with existing band needs and amend as needed – ensure there is an inclement weather plan for the stage (construction)2.3WP4Receive final blueprints for stage2.4WP5Confirm that construction company has all licenses/permits to begin work2.5WP6Begin construction2.6Deliverable 3Contract negotiation with roadiesWP1Determine if bands will have dedicated roadies for load-in/out3.1WP2Advertise for additional staff to assist with load in/out3.2WP3Interview and hire staff3.3WP4Provide safety training for staff and file documentation3.4Deliverable 4Screen and hire security personnelWP1Work with school staff to recruit and hire existing security used at games4.1WP2Determine amount of additional security needed and advertise positions4.2WP3Interview and hire staff4.3WP4Ensure that new security staff are trained and compliant with all rules and regulations of the arena.4.4Deliverable 5Ticket distribution arrangementsWP1Coordinate w/ stadium officials to utilize ticket distribution procedures5.1WP2Post advertisement for event volunteers5.2WP3Hire volunteer coordinator to train and distribute tickets to local businesses and agencies, including Chamber of Commerce5.3Deliverable 6Organize advertising brochures and souvenir program printingWP1Meet with project clients to determine advertising budget6.1WP2Contact band representatives for special instructions related to marketing of bands – copyrights, logos, etc.6.2WP3Find and contract local marketing company to create brochures, flyers and other marketing materials6.3WP4Receive and approve final draft of documents6.4WP5Send documents to print6.5WP6Using volunteers, arrange distribution of marketing documents through local radio, television and school campaigns. 6.6WP7Using volunteers, coordinate the staffing and souvenir program sale booths at the event6.7Deliverable 7Logistical arrangements for music group transportationWP1Find and book storage containers (large scale) for band equipments – (see riders for approximate size for each band) - 7.1WP2Book moving vans/trucks for days prior to, day of, and after event – include rental of tarps, hand trucks & straps7.2WP3Schedule roadies for load in/ load out7.3WP4Book limo/town cars for bands and solo artists7.4WP5Book town cars/van for MTV staff and crew7.5WP6Confirm accommodations/driving times to venue7.6WP7Confirm the route from parking area to green room / dressing areas – Book golf carts as needed.7.7WP8Confirm departure dates of all visitors and coordinate transportation back to airport (may need multiple vehicles at multiple times7.8WP9Reserve one van as a standby vehicle in case of emergency/errands on the day of event.7.9Deliverable 8Sound equipment arrangementsWP1Review technical riders for group to assess equipment needs8.1WP2Contract sound company to perform sound needs8.2WP3Meet with venue managers to determine power capabilities8.3WP4If needed, rent generators8.4Deliverable 9Processing of travel visas (for international groups)WP1Contact band representatives to confirm visa status of band members9.1WP2Contact local consulate representatives to facilitate visa transfers9.2Deliverable 10Hire parking staff, and make parking arrangements WP1Meet with arena managers to review staffing needs of parking attendants – including fee collection rules and safety measures10.1WP2Recruit and hire parking staff 10.2WP3Notify local law enforcement of festival times and traffic direction needs10.3WP4Rent equipment for traffic management – cones, flashlights, fencing, etc.10.4Deliverable 11Distribute media passes and arrange for MTV recordingWP1Contact MTV producers to arrange media coverage11.1WP2Coordinate film crew staging needs with construction company11.2WP3Create media passes – through local marketing/printer11.3WP4Call pre-event press meeting to discuss filming details; distribute passes.11.4Deliverable 12Arrange for concession sales and restroom facilitiesWP1Confirm usage of concession areas from arena management (may need to rent facilities)12.1WP2Meet w/ arena managers and customer to determine if alcohol will/can be sold at the event12.2WP3Advertise and request bids from commercial concession12.3WP4Interview and hire concession company – if alcohol is sold, company must already have liquor distribution license in place. 12.4WP5Confirm arena restrictions on use of mobile restroom facilities12.5WP6Find and hire mobile restroom company for parking areas and inside arena12.6***Note: all vendors (concession/restroom) are responsible for area cleanup after event – remember to include this in the contracts.Risk AnalysisA number of risks are to be expected with a project such as this. During the initial planning, the project manager must be cognizant of factors such as the effect of inclement weather for an outside venue which could cause a complete shutdown of the project. Weather may also produce delays in construction. When considering international travel, more risks are in play since the project manager cannot predict cultural and civil unrests in foreign countries that could result in heightened security at airports or the grounding of all air travel from certain countries; therefore hindering the arrival of selected international bands.With any large event that serves a large population (such as an outdoor music festival), there is also the risk of unknown variables with the attendees. There are potential risks of gang violence, drunk and disorderly participants, or damages to the arena and stage caused by jovial and carousing crowds that get out of hand. To better mitigate these risks, the company should only sell tickets prior to the show and only allow parking for guests with tickets. This will ensure that upset, ticket hopefuls will not loiter in the parking lot. Additional risk factors, including the financial damages for low fan turnout, are identified and discussed in the matrix below. Risk Factor Risk TypeConsequenceLikelihoodImpact PotentialDelays of Travel VisasOrganizationalHighLowHighInability to secure recording contract with MTVOrganizationalModerateModerateLowInadequate concession /restroom facilitiesOperatingModerateLowHighLow venue attendanceMarket, FinancialHighLowHighInability to secure desired bands – qty and/or specific groupsMarket Risk (volume)HighModerateHighConstruction Delays on StagingTechnicalHighLow/ModerateHighInadequate security personnelOperatingModerateLowHighTransportation delays of groups and equipmentOrganizationalModerateLowModerate/HighInclement weather – affects travelActs of GodHighLowHighInclement weather – causes venue cancellationActs of God, Financial (if alternate venue is not planned)HighLow/ModerateHighRisk Management Assessment MatrixConsequencesF, JLikelihoodLowMediumHighHighMediumBELowC, G, HA, D, IQuantitative AnalysisWhen creating a quantitative analysis of the risks for the Rock ‘n’ Reggae Festival, consideration must the given to the probability of failure and the consequences of the failure. Good planning by Planners ‘R’ Us should ensure that construction and band schedules will be in place. However, other risk factors, such as acts of god, may have large consequence of failure scores which will impact the overall calculated risk for this project. In this case the probability of failure (causes) receives a minor score of 0.36. However, the Consequences (effects) of failure are significantly higher at 0.7. When calculated, the risk for the festival is considered high at 0.8 because of the larger consequence of failure scores. The success of this project rests considerably on the hope that the desired bands and their fans will attend. Failure to attend by either of these two groups will cause a failed project.Probability of Failure 0.36Equation (Pf) = (Pc + Pw + Pb) / 3Causes of FailureScoreConstruction = c.3 (minor)Weather = w.5 (moderate)Band Availability = b.3 (minor)Consequence of Failure 0.7Equation (Cf) = (Cb + Cv + Cp) / 3Effect of FailureScoreBand attendance = b.7 (significant)Venue attendance – v.9 (major)Publicity – p.5 (moderate)Overall Risk Calculation 0.8EquationRF = Pf + Cf – (Pf)(Cf)Rule of Thumb:Low RiskRF <.30Medium RiskRF = .30 to .70High RiskRF > .70Cost EstimateThere are a variety of costs associated with the project including direct labor from Planners ‘R’ Us, indirect labor costs from other tasks, rentals and services; which are reflected within three tables. Total Cost Projected$644,225.00Total Costs Accrued$642,115.00Amount Under Projected Budget$2110.00Cost Estimation – Direct Planners ‘R’ Us LaborEmployee TitleSalary (weekly)Estimated Weeks NeededEstimated CostsActual CostVarianceBradContractor A200.00102000.002000.00-0-EmmettContractor B200.00102000.002000.00-0-JohnContractor C200.00102000.001800.00200.00SteveContractor D200.00102000.002000.00-0-Additional Labor CostsEmployee Stacking100.00 per taskn/an/a300.00(300.00)TOTAL8000.008100.00(100.00)Cost Estimation – Indirect and Contracted LaborEmployee / Contractor WBS CodeDescription of Item(s)Estimated CostsActual CostVariancePlanners ‘R’ Us Project ContractN/AN/AN/A48,000-0-Los Lobos1.3Booking Fee140,000140,000-0-Screaming Mimis1.3Booking Fee50,00050,000-0-Mocca Flor1.3Booking Fee50,00050,000-0-Peter Tosh1.3Booking Fee80,00080,000-0-Lady Mama1.3Booking Fee40,00040,000-0-Cadillac Man Band1.3Booking Fee18,00018,000-0-TLR Construction2.6Stage Construction26,50026,500-0-All Hands on Deck3.3Stage Hands / Roadies Contract (8 stage crew, 1 stage manager)14,40014,400-0-Arena Management, Marley Memorial4.1Security Contract (40 staff, $200/day)8,0008,000-0-Secure It Personnel4.2Additional Security Contract12,50012,500-0-The Daily Post Newspaper5.2Advertise for volunteer/ volunteer coordinator6565-0-Lauren Lee5.3Volunteer Coordinator Salary7,5007,500-0-Marketing Madness, Inc.6.1Advertising Coordination – Contract14,00014,000-0-Cabaret Lighting & Sound8.2Lighting/Sound Staffing Contract 35,00035,000-0-Arena Management, Marley Memorial10.2Staffing, Parking Attendants1,5001,500-0-MTV – Music Television11.1MTV Media Invitation25,00025,000-0-Let’s Eat12.4Concession Contract – Labor5,0005,000-0-TOTAL557,465.00557,465.00-0-Cost Estimation – Equipment Rental, Fees, MiscellaneousEmployee / Contractor WBS CodeIndirect Estimated / Contracted LaborEstimated CostsActual CostVarianceMarketing Madness, Inc.6.1-6.5Advertising Budget – 50,0001,250Print Costs28,750TV10,000Radio5,000Internet5,000PODS Storage7.1Onsite Storage Containers12,00012,000Enterprise Rentals7.2Van Rentals 3,5003,612(-112.00)Pleasure Ride Limos7.43 limousines, 3 town cars6,6006,600Enterprise Rentals7.5SUV Rentals1,5001,500Go Carts Inc.7.7Golf Carts (qty 6)1,2001,200Enterprise Rentals7.9Standby Truck Rental200200Sears8.4Generator Rentals1,00001000U-Line10.4Parking Equipment Rentals30028812Marketing Madness11.3Press Pass Creation / Printing60 0 (included in contract)60Honey Pot Rentals12.6Mobile Restroom Facilities24002400TOTAL78,760.0076,550.002210.00Schedule ChartPrior to the project start, Planners ‘R’ Us received an Activity chart which outlined the twelve activities to be managed as well as a breakdown of predecessors needed for each activity. Since the festival planners wanted the work completed in 10 weeks, a task assignment reporting sheet was created to ensure that the activities would be completed in the allotted time. As the planning state progressed, Planners ‘R’ Us received word that Activity D would require an additional week to complete. The task list was modified as well as the cost analysis. Finally a Gantt chart was created to show the initial baseline schedule and final project schedule which was implemented to accommodate the needs of festival organizers.Table 1- Rock ‘n’ Reggae Activity ChartActivity Description Duration (weeks) Immediate predecessors AContract negotiation with selected music groups3-BFind a construction firm & build the stage 5CCContract negotiation with roadies2-DScreen and hire security personnel3-ETicket distribution arrangements1AFOrganize advertising brochures and souvenir program printing4DGLogistical arrangements for music group transportation1EHSound equipment arrangements3C, DIProcessing of travel visas (for international groups)5F, HJHire parking staff, and make parking arrangements 4E, B, H,KDistribute media passes and arrange for MTV recording5GLArrange for concession sales and restroom facilities2F/ 4*** Note – Activity D has received a duration change from 3 weeks to 4 weeks. (See red notes in chart) CITATION DrS \l 1033 (Trotman)Employee / Task Assignment Reporting SheetWeekTasks to work onAssigned Employees Per Task($100 additional labor fee if stacking employees)1ABradCEmmettDJohn, Steve ($100)2ABradCEmmettDSteve3ABradBEmmett, John ($100)DSteve4BEmmettEJohnFSteveHBrad5BEmmettFSteveGJohnHBrad6BEmmettFSteveKJohnHBrad7FSteveIEmmettJBradKJohn8IEmmett, Steve ($100)JBradKJohn9IEmmettJBradKJohnLSteve10IEmmettJBradKJohnLSteve1112Microsoft Project Task Table / Gantt ChartConclusionThe creation and execution of an outdoor music festival is an event which contains various risks, but also great benefits. A successful Rock ‘n Reggae Music Festival would bring tourists and money to the town of Buford in addition to providing an event which will promote community cohesion. Planners ‘R’ Us created a project plan which, not only provided the necessary elements requested by the event sponsors, but under budget as well. References BIBLIOGRAPHY Pinto, J. K. (2007). Project Management: achieving Competitive Advantage. Upper Saddle River: Peasron Prentice Hall.Trotman, D. S. (n.d.). Rock 'N' Reggae Case Project. ................
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