Essay: Structure Organization Project

Structure Organization Project

Project Plan
Executive Summary

This project intends to build a good relationship between Australia and Denmark. They have developed alliances with the passage of decades and resulted into development of solid relationships. The successful organization of the project “Gala dinner” is given in honor of the HRH Crown Prince Frederick and HRH Crown Princess Mary. It is expected to bring together both countries more closely. The proceeds from the dinner evening has also been planned to be donated to the Red Cross Society.

The Work Breakdown Structure (WBS) designed for the project will identify the major tasks to be completed. All the proceeds for the five hour long organization have to be completed in the time frame of seven and a half month. The various proceeds of this project are divided into five phases. These five phases include the following activities:

Phase One: Fulfilling basic requirements of the Project and arranging for funds (includes the organization of list of guests and invitations, making arrangements for catering and selecting the menu, taking approvals from the government, allocation of staff, making appropriate arrangements for security, distribution of budget according to the allocated funding and quotes received).

Phase Two: Finalizing the structure and compilation of Gala Dinner (includes the mass communication with the key stakeholders of the project and systematic project planning, receiving the replies of the invited guests, rehearsals of all entertainment groups).

Phase Three: In this phase, the final approvals form the government and from various other authorities have to be taken, appropriate allocations of resource and their verification (includes rehearsals, final approvals, security checks and communication with the proposed media for the night).

Phase Four: Synchronizing the Gala Dinner Set-up (including table arrangements according to the permitted floor plan, all lighting checks, installation of podium (delivery assistants), space for flower placements, equipment of catering, etc).

Phase Five: Project Closure (this includes matching the project aim and objectives, conforming that the objectives have been met due to all deliverables and therefore phases have been completed in sequential order).

A detailed Gantt chart has also been prepared for analyzing the progress of all the activities on the day to day basis. During the project, the key team members and the stakeholders will keep a constant eye on its various constraints and the implications thereof; thus, avoiding delays in the activities and problems in the project work breakdown schedule. The weekly meetings of the project manager with the team members will prove beneficial for this cause. The WBS will be changed and revised in response to the emerging and unanticipated issues. A clearly established organizational chart also enables all the team members to communicate the progress and problems in the execution of the assigned tasks.

The notifications of the issue should be given to the project manager 72 hours before the change or variations to come into effect. The project manager holds all the rights for implementation and non-implementation of the variations. He can also negotiate with the authorities for any issue. The specified process has to be followed for implementing the variations. Communication between the project manager, the key stakeholders and the clients holds a significant position in whole of the project. To minimize the risk of confusion and misinterpretation of events, they choose the communication mode as the e-mail and facsimile. While planning the events, face-to-face meeting was held between the Department of Foreign Affairs and the project management Team. The project manager also sees to any communication problem arising in the management of project.

Project Benefits

Project evaluation is a technique of evaluating financial viability of a project, its profitability and its side effects on the rate of growth of employment, population and other macro variables. This project is supposed to provide huge benefits. The evaluation of a project is undertaken with the use of various techniques of analysis and interpretation. The development of a project not only depends on the quantum of investment but also on traditional and prudent allocation of resources among various parts (Agarwal & Mishra, 2007).

This project on Gala dinner is supposed to bring collectively some important things that will help to unite the two countries. As Princess Mary is deeply involved with the Red Cross, thus all the people connected with Red Cross will be benefited. All proceeds made from the project will directly go to the valuable organization and these organizations would try to help so many millions of people in need each year (Agarwal & Mishra, 2007). The project will provide various benefits to the celebrities and distinguished politicians from both nations who will attend the dinner. It would further strengthen ties and make out guests feel very well at home.

The Gala dinner will provide all attendees with a fresh performance from The Choir of Hard Knocks, a meaningful and talented performance from a well renowned Indigenous Dance Group and ensure that their delightful meals are enjoyed whilst taking in the rhythm of the Wiley Reed Jazz Band. All in all, this dinner will provide the opportunity for all involved interacting with our Royal guests and send them home feeling content with the homage that was dutifully and happily rewarded their way (Agarwal & Mishra, 2007). By conducting weekly team member meetings, a project manager would be able to observe that all undertaken tasks are successfully completed and are on time. Formal fortnightly meetings with the Department of Foreign Affairs will be scheduled to inform the Department of the status of the project and maintain face-to-face communication.

Through, this project deep insight of the problem is understood and it helped in finding the better and effective solution of the problem through the talks between the two members of the communities. Since open communication provides the better means of solving the problem and enhances the coordination among the members (Agarwal & Mishra, 2007).

This project gives emphasis to the development of better communication among the two countries. In this phase, the communication will be established among the Mr. Christopher Lanvin who is the Royal private secretary and the Australian Department of Foreign Affairs so that the stronger relationship can be developed. The WBS will be monitored throughout the project and adjusted if necessary. The Work Breakdown Schedule (WBS) identifies the major project tasks that are to be completed (Agarwal & Mishra, 2007)

This project is also supposed to bring many future benefits like creation of employment opportunities, good working conditions and other welfare program. Apart from this political and legal relations will be improved and customers and clients will get the wide range of products and services, this would lead to the rise in the living standard. The benefit of the project to the society comprises of the private returns or benefits accruing to the owner of the projects as well as the external return (Agarwal & Mishra, 2007). Thus, the benefit of the project is equal to the external benefit and the internal benefits. The project will provide an effective level of coordination between federal, state and local entities to meet the goals. The project will help to monitor the WBS throughout. To ensure that the project is implemented on time and within budget, the project must be executed as indicated in the project plan (Agarwal & Mishra, 2007).

Role of Project manager

Rachel Haddow, the project Manager is responsible for the monitoring and management for all planned activities and the project. His main role is to organize the weekly meetings with the project team members to oversee that all the tasks are scheduled on time for completion. These meetings will allow the project manager to know about the uncompleted tasks and other problems that may arise in organizing the dinner. In order to ensure that all tasks are being completed according to the schedule and budget, these meetings will encourage the analysis of time sheets, costs and resource allocations. The prime role of project manager is to look forward that the invitation reaches to the clients on time.

A project manger needs both the technical competence to understand and meet the project goals and the managerial skills to complete the project with diverse group team members. His role is to delegate the authority by supervising his team members. A project manager has multi-dimensional responsibilities in an organization based on the project organization structure selected by the enterprise (Agarwal & Mishra, 2007).

Project manager’s responsibility in an organization includes making all necessary decisions whether they are for alternatives or for termination. In order to fulfill his responsibilities successfully, the project manager is constantly required to demonstrate his skills in the interface, resource and planning and controlling management. He is responsible for successful implementation of a project with the resources available in the organization and within the constraints of cost, time and technology (Agarwal & Mishra, 2007).

The project manager needs to have monthly meetings with the steering committee, the Department of Foreign Affairs. This will be used to track all tasks undertaken. The project manager will be responsible for data collection, monitoring and reporting project activities and presenting the data to the committee (Agarwal & Mishra, 2007).

A project manager has the following specific role and responsibilities related to the project:

• Mobilization of various resources in the best interest of the project and organization.

• Proper coordination in the efforts of project team members and reporting to the top management.

• Monitoring performance of project team members (Agarwal & Mishra, 2007).

• Calling and chairing meetings except the steering committee meetings.

• Proper coordination and liaison with all agencies connected with the project

• Quality assurance and quality control.

• Receiving policy decisions from top managers and passing down to the team members.

• Project cost control (Agarwal & Mishra, 2007)

• Project scheduling and achieving the scheduled performance to complete the project without overruns.

• Estimating probable problems and making contingency plans.

• Effective personnel management in the project organization.

• Proper administration of project office(Agarwal & Mishra, 2007)

• Risk management and environmental control.

• Establishing effective communication system in the project organization (Agarwal & Mishra, 2007).

A project manager has the responsibility to develop an effective control system in the project, in order to control the schedules of time and cost, also to achieve the required quality and reduce the risks connected with the project. A project manager develops an effective reporting system to give information on all vital aspects in a structured manner at daily, weekly, monthly frequency which is must for the success of the project (Agarwal & Mishra, 2007).

Responsibilities of Clients

The clients of the project are Christopher Lanvin (HRH Private Secretary), the Key Stakeholder; Department of Foreign Affairs, Australia (Sponsor) and Department of Foreign Affairs, Denmark HRH Crown Prince Frederick and HRH Crown Princess Mary of Denmark

(Key Stakeholder) as well other key stakeholder. It is essential that the clients involved within the project are informed and made aware of their responsibilities, so as the project is able to be successfully completed within the allocated schedule and budget.

A client is defined as a person to whom we are providing the services. The clients must do the following:

• They must ensure the proper venue and time before saying anything to the project manager.

• Make more people the acquaintances in order to arbitrate with them.

• The clients must honor the arrangement done by the project manager.

• The clients should expect that his or her correspondence, telephone calls and other communications will be answered within a reasonable time frame

• The clients should recognize that the project manager has other clients that equally demand his time and attention.

• The clients should maintain contact with the manager and promptly notify any change in telephone number or address.

• They must respond punctually to a request by the project manager for the information and cooperation.

The other responsibilities of the clients are:

• The responsibility of the client is to inform about the invitation and mark his/her presence.

• The clients should properly coordinate with the manager in developing and carrying out the meeting or service plan.

• The client’s job is to disclose relevant information and clearly communicate the wants and needs (Client rights and responsibilities, 2008).

• The clients should try to avoid any misunderstanding

• Their responsibility is to show respect for the clients and the project managers of the other country.

• The clients should talk to the project manager and discuss if any variations in the schedule are needed (Client rights and responsibilities, (2008).

• The clients should clearly specify the details of their meetings with media.

The client should constantly devote time for communicating the issues and events relating to the project. Their job is to regularly update the project managers and other clients with the new developments (Client rights and responsibilities, 2008). Holding face to face meetings at regular interval will help in achieving this cause. The clients should particularly give advisory comments through the displayed lines of communication on structure chart. There should be regular documentation of emails and facsimiles. Their role should be to avoid such variations which would incur additional costs and try to manage with these present situations and conditions (Client rights and responsibilities, 2008).

Risk Management

Risk management is the process of identifying, analyzing and evaluating the risk and selecting the best possible methods for handling it. Risk means the uncertainty of outcomes. Risk management is the activity performed by humans that includes identifying risk, risk evaluation and developing a plan to manage the risk (Khan & Jain, 1992). Risk is minimized by utilizing the resources and expertise. It covers different types of risk in a corporate enterprise pertaining to market, credit, liquidity, event or operations. Measuring the risk is the important function of the finance manager in the changing global environment; the decisions are affected by risk in a perceptible way (Khan & Jain, 1992). There is no standard approach for risk management. There are some common elements of successful risk management efforts:

• Recognition of the risk is the responsibility of a programme management.

• The risk management process includes planning for risk management, continuously identifying and analyzing programme events, assessing the likelihood of their occurrence and consequences, incorporating handling actions to control risk events and monitoring the progress of programmes towards meeting programme goals.

The key motive of any project is the identification of opportunities related with the business and also identification of threats attached with that particular project. For a long-term existence of project, it is necessary to identify the opportunities and threats of the project plan at the time of entry into the project. It is to be noted that every plan is based on the opportunities that the project is giving. Therefore, with the change in the opportunities of the project, the base plan also changes accordingly. For example, suppose a company while entering into the new project, identifies that there is an opportunity of growth in the respective market or industry in the near future, so, at this point of time, the base plan is to make policies and procedures which will help the organization to grow in the near future with the growth of the industry. The steps used in risk management are:

• Identifying the risk: The process of identifying the risks of an organization is an important exercise. The key persons of the organization are expected to raise their awareness about the risks in the day to day operations. Before organizing the dinner, it is important to identify the risk associated with it. It is important the venue, menu and time are predefined. The invitation should reach to the client on time.

• Analyzing Risk: Risk analysis is a technique to recognize and assess factors that may put at risk the success of a project (Risk Analysis – Overview, 2008). It is the systematic study of uncertainties and risks that come across in business and many other areas. Risk analysts attempt to identify the risks faced by an institution or business unit and try to understand how and when they arise (Risk Analysis – Overview, 2008). Risk managers start with risk analysis and then seek to take actions that will mitigate or hedge these risks. Risk analysis and management is clearly crucial for these institutions. The analysis of project should be done timely. It is necessary to analyze that the risk that may arise while conducting the dinner (Five steps to risk assessment, 2006).

• Evaluation of Risk: Risk assessment is the determination of quantitative or qualitative value of risk related to a concrete situation. As soon as the risks are identified and assessed, proper steps have to be taken to deal with these risks (Five steps to risk assessment, 2006). The risk can be assessed and evaluated by identifying the hazards, deciding who might be harmed, evaluating the risks and deciding the precautions, implementing them and finally reviewing the assessment result and updating it if necessary (Five steps to risk assessment, 2006).

Risk Identification

Category	Risk	Level of Risk	Impact	Mitigation Approaches
Cost	-Exceeding allocated budget.	Med	High	-Ensure budget is realistic -Monitor costs according to schedule and allocated budget
Price	Clients	High	Med	Quality Management
Company or products	Competitors	High	High	Customer care and monitoring &solving the customer complaints
Sales	New Technology	Med	High	Investment Innovation Cost Reduction

References

Risk Analysis – Overview, (2008). Retrieved June 5, 2008 from http://www.solver.com/risk-analysis/

Five steps to risk assessment, (2006). Retrieved June 5, 2008from http://www.hse.gov.uk/pubns/indg163.pdf

Agarwal, N.P. & Mishra, B.K. (2007). Project Management (5^th Edition). Jaipur: Ramesh Book Depot.

Client rights and responsibilities, (2008). Retrieved June 5, 2008 from http://www.healthandwelfare.idaho.gov/_Rainbow/Documents/health/client_rights_responsibilities.pdf

Khan, M. Y. & Jain, P. K. (1992). Financial Management (3^rd Edition). New Delhi: Tata McGraw Hill.