Manage Projects Assessment 2

manage_projects_assessment_2.docx

Home >Human Resource Management homework help >Manage Projects Assessment 2

SITXMGT003A Manage projects - Assessment 2

Tasks/Questions

The following is a case study scenario based on a proposed tourism project. The eight (8) tasks are to be answered adequately to demonstrate your knowledge and understanding of the concept of project management in order to be deemed competent in this unit.

Scenario

As acting manager of your group’s marketing department, you are required to prepare an initial project plan for the staging of the Tourism Enterprise Group (TEG) Staff Recognition Awards Evening.

For the first time TEG, an international tourism group which has opened franchises in Australia, is holding a staff recognition awards evening for its Sydney franchises and Asia Pacific regional office, which is also located in Sydney. This event will occur on Thursday evening 25th October, which is in six (6) months’ time.

This awards presentation evening is an event which will recognise and reward staff for their loyalty, dedication and outstanding achievements based on the company’s annual performance evaluation process.

You will be required to plan, manage, execute, monitor and evaluate this event. You are free to engage some or all of the five marketing staff within your department to assist with the planning and staging of the event over the coming months. The general manager has provided you with the following:

TEG Awards Evening

Project Information

Outline

The recognition awards evening should be in the form of a sit-down dinner with live music and include an opportunity to formally present a series of staff awards culminating in the ‘Employee of the Year Award’.

The five award categories are:

1) Best customer service $1000

2) Most innovative tourism development program $1000

3) Most sales to Europe $1000

4) Most sales to the Americas $1000

5) Most outstanding in overall sales performance $1000

The five category award winners will receive the above-mentioned cash prize each, and the ‘Employee of the Year’ will be awarded a cash prize of $2000 plus a holiday gift voucher to the value of $3000.

Objectives

The objectives of this awards evening held by TEG, are to continually support and encourage all staff members of the company by recognising and rewarding their achievements. This aims to ensure the longevity of employment for each individual. It is expected too, that talk of the awards evening will filter through the industry and become an enviable benefit of being an employee of TEG, creating awareness that TEG is an increasingly rewarding company for employment.

Guest list

The guest list will include 80 staff plus 20 managers and a senior chief executive who will be travelling from London for the awards evening. All guests are invited to bring partners (therefore approximately 200 in total).

Theme

A subtle, conservative theme is appropriate for the dinner.

Project costs

The general manager is reluctant to allocate a budget for the event; he would prefer to consider an initial budget estimate presented by the marketing department with the following cost areas to be addressed:

· Labour costs (wages, overtime)

· Equipment and materials costs (awards trophies and engraving, prize money and vouchers ($10,000), stationery (invitations, menus, etc), venue hire costs ($5000 for 5-star ballroom, $6000 for catering including food and drinks)

· Direct costs (travel, telephone, contracted services including professional decorating services, entertainment, etc).

Task instructions

Complete all of the following eight (8) tasks (templates are provided for each task at the end of this assessment):

1. Scoping document

Complete a Project Management Scope Document for your project using the template provided.

2. Key stakeholders

The associated key stakeholders are listed in the template provided. Identify at least one interest in the project for each stakeholder as per the example given.

3. Responsibility and authority

Complete the template provided by listing your responsibilities as manager of this project, and also the responsibilities of your individual project team members.

4. Communication for the project

Complete the template provided with the varied communication methods you will use in order to report the progress of the awards evening to your general manager and your project team.

5. Work (or Task) Breakdown Schedule

Using the template provided, complete a simplified Work Breakdown Schedule for the awards evening. Identify one (1) task for each resource provided as per the example given.

6. Analysing the resources

As you and your marketing department do not have all the resources required to complete the project, discuss the methods of obtaining the resources listed in task 5. For example, the steps involved in outsourcing them to suppliers, sourcing them from the client or sponsors, or specially creating them for the project. These resources may involve people, money, time, equipment, facilities or any other necessity required for the project. Complete the template provided as per the example given.

7. Risk assessment and contingency plan

It is imperative to conduct a risk assessment in project management. Contingency measures are also necessary to ensure a successful event. Complete the template provided by identifying three (3) risks/hazards and associated factors that may impact on this project as per the example given.

8. Evaluating the project

It is necessary to conduct a project evaluation at the conclusion of the event. Using the template provided describe how you will evaluate the success of this awards evening once it is over.

You will be assessed on the following:

Research

Shown extensive research into project management for a tourism or hospitality -based project.

Content

Information is relevant and shows a comprehensive understanding of project management and the importance of planning, administering, monitoring and evaluating a tourism or hospitality-based project.

Analysis

Information presented is analysed in relation to the requirements of a project manager including how to successfully initiate, plan, implement, control and close a project.

Presentation

Concise, clear and consistent with requirements within the tourism industry.

NB: If the information contained in your assessment is from your workplace, please be assured that everything possible will be done for this information to remain confidential.

Task templates

1. Scoping document

*Tourism Enterprise Group P/L* Scoping document
Project Sponsor	Project Name
Who has issued the directive for this event?	From the above scenario determine an appropriate title for this project.
Sponsoring Department
Who is funding this event?
Project Manager
Your name
Scope and purpose of the project
Provide details of the scope and purpose for holding this event.
Description of the project
Describe the project in which you are assigned to manage.
Identify the objectives of this project
What are the objectives of the project? List these in the appropriate manner.
Identify the main target audience
Who will be attending?
Timeline - activities and milestones	Milestone date
Consider the following phases of managing a project. List a minimum of two (2) activities that require scheduling for each phase.	What month do you anticipate these to be actioned or completed by in accordance with the scenario?
Initiation
Planning
Implementation
Controlling
Closing
Proposed budget for project	Amount $
To be completed according to the project costs indicated in the scenario.	Approximate figures are acceptable. You may use your initiative for other possible costs.

2. Key stakeholders

Stakeholder	Interest in project
The company (TEG)	· Acknowledge and reward high achievements of individual staff performance. · Motivate employees to succeed in the company in order to reap the rewards.
Marketing department
Sponsors
Venue
Caterers
Suppliers (stationery, awards trophies)
Staff

3. Responsibility and authority

Your responsibilities	Your team members’ responsibilities

4. Communication for the project

Communication methods for reporting

5. Work (task) Breakdown Schedule

Task	Team member	Resources	Comments	Start date	End date
		Invitations
		Venue
		Theming/Decor
Choose a suitable caterer	Mark	Catering	· Number of vegetarians attending? · Choice of meals · What beverages are to be provided?
		Entertainment

6. Analysing the resources

Resources	Analysis (what needs to be done to obtain this resource?)
Invitations	Outsource to supplier: · Obtaining quotes on design and printing of invitations · Hiring the best design/print company to do the job.
Venue
Theming/Decor
Catering
Entertainment

7. Risk assessment and contingency plan

Hazards/Risk	Consequences	Likelihood	Risk level	Control measure	Contingency
Entertainment fails to show at the event.	Severe reduction in participant enjoyment.	Unlikely	3	Ensure contract is signed to secure commitment. Withhold payment balance until the event.	Secure list of at least one available entertainment option.

8. Evaluating the project

Event project evaluation includes:

END OF ASSESSMENT

LA015256, Assessment 2, SITXMGT003A, Ed1 1

14 LA015256, Assessment 2, SITXMGT003A, Ed1

LA015256, Assessment 2, SITXMGT003A, Ed1 15