Estimate

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Summary (write up)

Tournament preparation is the priority of Vandelay, Inc. As outlined in the Tournament Operations Guide (provided by Q-School), the first action by the Vandelay team will be to create a 12-month planning program for the event. The planning program will include advertising on the time frame required by Q-school, scheduled advance communication with players and other participants, as well as coordination with the host venue. Vandelay will establish a full communication plan. Communication lines created with local community entities such as the Chamber of Commerce, area small businesses, and local law enforcement agencies will be a priority. Other communication will include contacting other area hotels, RV parks, parking, dining and child care vendors/facilities and volunteer and charitable organizations as well as special events planning. Vandelay, Inc. will provide staffing as well as staffing coordination for the planning, implementing, and closing portions of the tournament event. Staffing needs of the event as outlined in the operations guide will include the following: Security staff for the advance week and the week of the tournament; uniformed and plainclothes police officers, security for the event location, locker room, parking areas, and any other areas identified. Staff will be provided to coordinate the volunteers, runners, walking scorers, caddies, banner carriers, and any other staff to meet the needs of the event. The venue will need to confirm the ability to meet all the tournament requirements concerning space, dining, parking, roping the course, dedicated space/equipment availability for the media room, electrical and telecommunication needs. Vandelay, Inc. will provide coordination services for all vendors, the venue, the PGA, and Q-school staff. Responsibility for coordinating external vendors such as day-care providers, external hotel accommodations and any relative shuttle arrangements, parking arrangements, and such will be the responsibility of Vandelay, Inc. Game administration requirements will include staffing including caddies, banner carriers, scorers as well as judges and other staff.
On the following sheets, Team 7 has provided a narrative for the proposed communication plan and a matrix outlining steps involved in implemeting the plan. Team 7 has then provided a Work Breakdown structure for the deliverables to include cost and schedule estimates. Team 7 also provided an assessment of risks associated with this project.
Team 7 has now expanded the information to include a Resource Breakdown Structure which includes a refined cost estimate.

Communication Plan Narrative

Our team pulled five stakeholders from each teammates paper. We then input this information on our communication matrix and provided details about each stakeholder. Many of the specifications weren't needed since we will be in the early planning stages of the event. Some of these specifications will be required later as well. Here are the details about the specifications and our communication matrix
Specifications 
·       Intended Use – All Communication matrixes should specify the intended purpose (also known as the Communication Objective). Its purpose is to facilitate the transition of information to other stakeholders. The information is the objectives that the organization has in place to reach certain undisclosed goals. Frequencies have a significant influence on this because if a department's team doesn't complete certain task's or projects on time, they can go back to blame management. It is managements duty to distribute information by a certain time frame, or else the team can always say "well I didn't know," when it's time for evaluations. Evaluations affect the comradery among the       team, causes distrust if a teammate is accused of not doing their part, and impedes their growth.  So, the intended use clarifies policies and procedures.    
·       Impact of the deliverables – This depends on the phase of the project. During the early stages of planning, there are no accurate deliverables besides communication about the project. But after the project is underway, deliverables can include tasks, reports, project updates, weekly status meetings, and expense reports just to name a few.     
·       Cost, Duration, Quality, and other issues of Project – These items are very relevant.  At the same time, it depends on where you are in the project.  After reviewing other matrixes, not many of them contain these sections. A small amount of them do.  So, it all depends on what the PMO needs more than anything. 
·       Whether the information should be detailed or summarized – This information should be summarized. Certain areas such as the objectives should be highly detailed as these must be defined. Otherwise, the information should be a brief summarization of what is needed.   

Communication Plan Matrix

Frequency Medium Owner
Target Group
Sponsors Weekly Email Message - Conference Call Manager Partnership Marketing
Food Vendors Weekly Email Message - Conference Call Manager of Hospitality and Catering Services
Facilities Weekly (During Staff Meetings) Email - Face to Face - Meeting Manager of Facility Operations
Personnel Weekly (During Staff Meetings) Face to Face - Meeting Supervisors
Participants Weekly Email Message - Face to Face Manager of Tournament Operations
Asheville, NC Weekly Written Report Manager of Development and External Affairs
Spectators Daily Advertisements via digital content Digital Engagement Team
Officials Weekly Email Message Manager of Tournament Operations
Vandelay Industries Daily Email - Face to Face - Meeting PMO
PGA Tour and affiliates Daily Email - Face to Face - Meeting PMO
Grove Park Inn, staff, and affiliates Daily Email Messages PMO
Q-school Management Board Weekly Email Messages PMO
Local Authorities Weekly Email Messages - Meetings Manager of Security Services
Security Weekly Email - Face to Face - Meeting Manager of Security Services
Caddies Weekly Email Messages - Face to Face Manager of Tournament Operations 
Media Monthly Email Messages - Meetings Manager of Media Relations
Guest Schools Monthly Email Message - Conference Call Manager of Development and External Affairs
Guest Athletes Weekly Email - Face to Face - Meeting Manager of Development and External Affairs
Parents of Athletes Monthly Email - Face to Face - Meeting Manager of Development and External Affairs
Argronomy Daily Email - Face to Face - Meeting Argronomy Superintendant
Player Relations Weekly (During Staff Meetings) Email - Face to Face - Meeting Manager of Player Relations
Tournament Operations Weekly Email - Face to Face - Meeting Manager of Tournament Operations 
Communications Department Weekly (During Staff Meetings) Email - Face to Face - Meeting Manager of Communications

Work breakdown Structure

W(1) Planning Program
W(1.1) Advertising
W(1.1.1) Nationally (TV, Radio)
W(1.1.2) Locally (TV, Radio)
W(1.1.3) PGA Websites (no cost) 
W(1.2) Advance Communications
W(1.2.1) Players
W(1.2.1.1) List of players/communication method
W(1.2.1) Other participants
W(1.2.1.1) List of other participants/communication method
W(1.2.3) Sponsors
W(1.2.3.1) list of sponsors/communication method
W(1.2.4) Venue (Grove Park)
W(1.2.4.1) Contract requirements
W(1.2.5) Other Local Entities
W(1.2.5.1) Chamber of Commerce
W(1.2.5.2) Area Hotels
W(1.2.5.3) RV Parks
W(1.2.5.4) Child Care givers/facilities
W(1.2.5.5) City/County Emergency Managers
W(2) Communication plan
W(2.1) Venue
W(2.1.1) Stakeholders
W(2.1.2) Venue
W(2.1.3) Local Businesses
W(2.1.4)  Residents/other
W(2.2) Registration
W(2.2.1) Player Communications
W(2.3) Golfers
W (2.3.1) Criteria/list for invitation
W(2.4) Coaches
W(3) Venue Coordination
W(3.1) Areas
W(3.1.1) Locker room
W(3.1.2) Club House
W(3.2) Vendors
W(3.2.1) Vendor Selection
W(3.3) Food & Beverage
W(3.3.1) Alcohol Carts
W(4) Staffing
W (4.1) Security
W(4.1.1) Advance week security
W(4.1.2) Uniformed/Plainclothed police officers
W(4.1.3) Locker area
?
W (4.2)Volunteer staff "
W(4.2.1) Walking Scorers
W(4.2.2) Runners
W(4.3) Paid Staff
W(4.3.1) Caddies
W(4.3.2) Banner Carriers
W(5) Staff Coordination
W(5.1) Tour rules office and trailer
W(5.2) PGA Tour Staff
W(5.3) Tournament Business Affairs
W(5.4) Competitions Staff
W(5.5) Web.com Tour Tournament Director
W(5.6) Tournament Operations Staff
W(5.7) PGA TOUR Agronomist
W(6) PGA tournament requirements
W(6.1) Dining
W(6.2) Parking
W(6.3) Course Preparation
W(6.3.1) Course Maintenance
W(6.3.1.1)  Tournament Day Grass Cutting
W(6.3.1.2)  Tournament Day Prior Grass Painting
W(6.3.2) Course Roping
W(6.4) Media access
W(6.4.1) Phone/fax equipment
W(7) Tournament Media
W(7.1) Web.com Tour Operations Truck
W(7.1.1) Electical company/electrician
W(7.2) Media room
W(7.2.1) Media room set up
W(7.2.1.1) Station for player/media interviews
W(7.2.1.2) Microphone set up
W(7.3) High-speed Internet Connection
W(7.4) Local news networks

Estimates of Cost

Unit Intensity Duration Effort:Total Staff Hrs Unit Cost Extension
(Days) (=Intensity * Duration *8) ($/Staff Hr) $$
Sponsors Staff Hours 4 10 40 55 2200
Food Vendors Staff Hours 10 12 120 35 4200
Facilities Cost 5 80 400 40 16000
Personnel Staff Hours 12 56 672 15 10080
Participants Staff Hours 3 2 6 10 60
Asheville, NC Cost 5 93 465 10 4650
Spectators Staff Hours 2 1 2 0 0
Officials Staff Hours 6 30 180 15 2700
Vandelay Industries Cost 5 4 20 45 900
PGA Tour and affiliates Staff Hours 9 20 180 13 2340
Grove Park Inn, staff, and affiliates Staff Hours 9 42 378 12 4536
Q-school Management Board Staff Hours 8 42 336 21 7056
Local Authorities Staff Hours 6 5 30 20 600
Security Staff Hours 6 93 558 12 6696
Caddies Staff Hours 6 5 30 10 300
Media Materials 1 5 5 10 50
Guest Schools Staff Hours 1 1 1 20 20
Guest Athletes Staff Hours 2 1 2 20 40
Parents of Athletes Staff Hours 3 4 12 20 240
Argronomy Staff Hours 5 2 10 15 150
Player Relations Cost 4 4 16 15 240
Tournament Operations Staff Hours 3 3 9 25 225
Communications Materials 2 93 186 30 5580
Total Cost $68,863.00

Estimates of schedule

Task Name Duration Start Finish
Q-school” Qualifying Golf Tournament Project 93 days Wed 9/20/17 Fri 1/26/18
W(1.1) Advertising 2 days Wed 9/20/17 Thu 9/21/17
w (1.2) Advance Communications 7 days Fri 9/22/17 Mon 10/2/17
W(1.2.1) Venue 2 days Fri 9/22/17 Mon 9/25/17
W(1.2.2) Local Entities 3 days Fri 9/22/17 Tue 9/26/17
W (1.2.3) Chamber of Commerce 2 days Wed 9/27/17 Thu 9/28/17
W(1.2.4) Area Hotels 1 day Wed 9/27/17 Wed 9/27/17
W (1.2.5) RV Parks 3 days Thu 9/28/17 Mon 10/2/17
W (1.2.6) Child Care givers/facilities 2 days Thu 9/28/17 Fri 9/29/17
W(2) Communication plan 17 days Mon 10/2/17 Tue 10/24/17
W(2.1) Venue 7 days Mon 10/2/17 Tue 10/10/17
W(2.1.1) Stakeholders 3 days Mon 10/2/17 Wed 10/4/17
W(2.1.2) Venue 2 days Thu 10/5/17 Fri 10/6/17
W(2.1.3) Local Businesses 2 days Mon 10/9/17 Tue 10/10/17
W(2.2) Registration 4 days Wed 10/11/17 Mon 10/16/17
W(2.2.1) Player Communications 4 days Wed 10/11/17 Mon 10/16/17
W(2.3) Golfers 3 days Tue 10/17/17 Thu 10/19/17
W(2.4) Coaches 3 days Fri 10/20/17 Tue 10/24/17
W(3) Venue Coordination 7 days Wed 10/25/17 Thu 11/2/17
W(3.1) Areas 3 days Wed 10/25/17 Fri 10/27/17
W(3.1.1) Locker room 2 days Wed 10/25/17 Thu 10/26/17
W(3.1.2) Club House 1 day Fri 10/27/17 Fri 10/27/17
W(3.2) Vendors 4 days Mon 10/30/17 Thu 11/2/17
W(3.2.1) Vendor Selection 4 days Mon 10/30/17 Thu 11/2/17
W(3.3) Food & Beverage 3 days Mon 10/30/17 Wed 11/1/17
W(3.3.1) Alcohol Carts 3 days Mon 10/30/17 Wed 11/1/17
W(4) Staffing 16 days Fri 11/3/17 Fri 11/24/17
W (4.1) Security 4 days Fri 11/3/17 Wed 11/8/17
W(4.1.1) Uniformed/Plainclothed police officers 4 days Fri 11/3/17 Wed 11/8/17
W (4.2)Volunteer staff 7 days Thu 11/9/17 Fri 11/17/17
W(4.2.1) Walking Scorers 4 days Thu 11/9/17 Tue 11/14/17
W(4.2.2) Runners 3 days Wed 11/15/17 Fri 11/17/17
W(4.3) Paid Staff 5 days Mon 11/20/17 Fri 11/24/17
W(4.3.3) Caddies 3 days Mon 11/20/17 Wed 11/22/17
W(4.3.4) Banner Carriers 2 days Thu 11/23/17 Fri 11/24/17
W(5) Staff Coordination 15 days Mon 11/27/17 Fri 12/15/17
W(5.1) Tour rules office and trailer 3 days Mon 11/27/17 Wed 11/29/17
W(5.2) PGA Tour Staff 2 days Thu 11/30/17 Fri 12/1/17
W(5.3) Tournament Business Affairs 2 days Mon 12/4/17 Tue 12/5/17
W(5.4) Competitions Staff 3 days Wed 12/6/17 Fri 12/8/17
W(5.5) Web.com Tour Tournament Director 1 day Mon 12/11/17 Mon 12/11/17
W(5.6) Tournament Operations Staff 2 days Tue 12/12/17 Wed 12/13/17
W(5.7) PGA TOUR Agronomist 2 days Thu 12/14/17 Fri 12/15/17
W(6) PGA tournament requirements 10 days Mon 12/18/17 Fri 12/29/17
W(6.1) Dining 5 days Mon 12/18/17 Fri 12/22/17
W(6.2) Parking 5 days Mon 12/18/17 Fri 12/22/17
W(6.3) Course Preparation 4 days Mon 12/25/17 Thu 12/28/17
W(6.3.1) Course Maintenance 4 days Mon 12/25/17 Thu 12/28/17
W(6.3.1.1) Tournament Day Grass Cutting 1 day Thu 12/28/17 Thu 12/28/17
W(6.3.1.2) Tournament Day Prior Grass Painting 3 days Mon 12/25/17 Wed 12/27/17
W(6.4) Media access 1 day Fri 12/29/17 Fri 12/29/17
W(6.4.1) Phone/fax equipment 1 day Fri 12/29/17 Fri 12/29/17
W(7) Tournament Media 20 days Mon 1/1/18 Fri 1/26/18
W(7.1) Web.com Tour Operations Truck 4 days Mon 1/1/18 Thu 1/4/18
W(7.1.1) Electical company/electrician 4 days Mon 1/1/18 Thu 1/4/18
W(7.2) Media room 5 days Fri 1/5/18 Thu 1/11/18
W(7.2.1) Media room set up 5 days Fri 1/5/18 Thu 1/11/18
W(7.2.1.1) Station for player/media interviews 2 days Fri 1/5/18 Mon 1/8/18
W(7.2.1.2) Microphone set up 3 days Tue 1/9/18 Thu 1/11/18
W(7.3) High-speed Internet Connection 5 days Fri 1/12/18 Thu 1/18/18
W(7.4) Local news networks 6 days Fri 1/19/18 Fri 1/26/18

Risks for major deliverables

Major Deliverable Risk
W(1) Advance Planning Gold plating of the plan (adding unnecessary tasks in the plan),
W(2) Communication plan Unskilled staff members in using modern communication technologies like emails may lead to poor communication
W(3) Venue Coordination Unfavorable local government policies leading to high compliance reuirements for obtaining a local venue
W(4) Staffing Inadequate number of skilled staff leading to low performance
W(5) Staff Coordination Constant disagreement among staff members can lead to poor performance
W(6) PGA tournament requirements Inadequate finance to secure the parking and other courses.
W(7) Tournament Media Technological failure due to poor internet connection to the venue

Resource Breakdown Structure

RBS
List all resources needed for the project: Our Resources are listed throughout our RBS
Units Cost
R0 Resources
R1 Pre-Event
R1.1 Communications
R1.1.1 News Paper Advertising daily $500
Banners (2.5 X 8 feet) each $50
Tee Shirts each $5
Fliers  (4x6 inches) each $5
Radio Spot (Week Long) days $100
TV Commercial days $2,500
Signs (Sponsor Names) each $1,000
Press Release ( Blogs) each $0
Social Media (Twitter,IG etc.) each $0
R1.1.2 Digital Marketing Communications staff hours $30
R1.1.3 Integrated Marketing Communications staff hours $25
R1.1.4 Marketing Communications staff hours $20
R2 Human Resources
R2.1 Sponsors
Tournament Sponsor each $0
Food Sponsor each $0
Beverage Sponsor each $0
Apparel Sponsor (Hats, shirts, pants) each $0
R2.2 Personnel
R2.2.1 Security Chairman staff hours $15
R2.2.2 Physical security staff hours $12
Unarmed Security  staff hours $10
Armed Security staff hours $12
Uniform Police staff hours $12
Undercover Officer staff hours $15
R2.2.3 Venue Coordinator days $100
Equipment Manager days $75
Promotions Coordinator days $75
Hospitality Coordinator days $75
Media Relations Coordinator  days $75
Compliance Coordinator days $100
Fiscal Operation staff hour $25
R2.2.3 Officials staff hour $50
R2.3 Labor
R2.3.1 Electrician staff hour $40
Journeyman staff hour $25
Master Electrician staff hour $50
R2.3.2 Network/Phone Engineer staff hour $50
Network Engineer 2 (Entry Level ) staff hour $15
Network Engineer 3 (Intermediate) staff hour $20
Network Engineer 5 (Supervisor) staff hour $25
R2.3.3 Volunteers staff hour $0
R2.4 Caddies
R2.5.1 Professional Tour Caddies staff hour $0
R2.5.2 Friends/family of players staff hour $0
R2.5.3 Local caddies staff hour $10
R2.5 Food Vendors
R2.4.1 Player dining each $20
R2.4.1 Caddie meals each $15
R3 Event Logistics
R3.1 Event set up Photographer daily $100
Camera Crew placement/coordination daily $200
Special accomodations requests daily $100
R4 Facilities
R4.1 Parking daily $100
Signs cost $100
Cones cost $10
Flash Lights cost $10
Parking Passes cost $5
Designated Lots cost $250
Rope & Post cost $500
R4.2 Caddie Area cost $1,000
Tent each $70
Tables each $15
Chairs each $7
Televisions each $100
R5 Operational Areas
R5.1 Operations
R5.1.2 Operations Truck Equipment daily $500
R5.2 Web.com Office/trailer
R5.2.1 copy/fax/phones each $100
R5.3 Media Room
tables/stations daily $100
electricity access daily $100
extension cords each $12
R6 Other
R6.1 Fees, Licenses, permits, bonds cost $5,000

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