Project Plan · Web viewProject Charter. Business Need. At first glance, the Bahrain Olympic...

Bahrain Polytechnic

Project Plan

Bahrain Olympic Committee – Sporting Event

Team 1:Hassan Abdulaal – 201000215Nelofar Abdulhusain – 201100268Fatema Juma - 2010001499

Bahrain Olympic Committee – Team 1

Contents1. Introduction.........................................................................................................................................2

2. Initiating the Project............................................................................................................................3

2.1 Project Charter............................................................................................................................3

2.1.1 Business Need......................................................................................................................3

2.1.2 Project product....................................................................................................................4

2.1.3 Product Rationale................................................................................................................4

2.2 Stakeholders................................................................................................................................5

1-Authorizing stakeholder:..................................................................................................................5

2-Principal Stakeholders:.....................................................................................................................5

3-Project Managers:............................................................................................................................6

2.3 Constraints...................................................................................................................................7

1.3.1 Internal Constraints....................................................................................................................7

1.3.2 External Constraints....................................................................................................................7

3. Project Scope.......................................................................................................................................8

3.1 Project Product............................................................................................................................8

3.2 Deliverable...................................................................................................................................9

3.3 SMART Objectives......................................................................................................................10

3.4 Work Breakdown Structure.......................................................................................................12

3.5 Potential Risks............................................................................................................................13

4. Project Activities................................................................................................................................14

4.1 Project Activity List with Documentation...................................................................................14

4.2 Gantt Chart................................................................................................................................17

4.3 Project Network Diagram..........................................................................................................18

5. References.........................................................................................................................................19

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1. Introduction

The purpose of this report is to outline the plan for implementing the project of preparing a Feasibility study to host two events as requested by Mr. Hasan Abdullatif, the manager of researches and studies of Bahrain Olympic Committee. The plan includes a set of tools and theories to help managing the project such as Gantt chart, WBS and the project activity list. Moreover, the project charter has been identified as a reference for the group in order to compare achievements with expectations.

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2. Initiating the Project

2.1 Project Charter

2.1.1 Business NeedAt first glance, the Bahrain Olympic Committee (BOC) seems to be seeking for a recommendation on hosting a new sporting event that is on demand, in the Kingdom of Bahrain through a detailed feasibility study taking two possible events into consideration. However, the need for a recommendation actually represents a set of different needs and objectives from different aspects that the BOC is aiming for, from financial aims to other cultural and community related aims through enhancing sport in Bahrain with new sports and activities.

Keeping up with the growing economy

With a consistently growing Gross Domestic Product (GDP) within the last 10 years (The World Bank,2014), Bahrain proved successful approaches and investments to maintain a continuous and sustainably growth in the economy. BOC, as an independent civil body (Bahrain Olympic Committee, N.D.), is aiming to execute critical efforts to have a positive impact on the economy of Bahrain.

Organization’s income

BOC is also seeking for ways to increase the profitability and the income of the organization itself. Therefore, the profitability and the financial aspects of the proposed events are to be discussed.

Global competition and participation

One of the essential reasons behind the existence of BOC is to officially arrange for Bahrain’s participations in international Olympic events and championships. Considering new possible sports might pave the way for new participations and achievements in these sports.

Coming up with excitement to the community

BOC is not only looking for a profitable event that achieves the organization’s financial goals, there is also a direction towards exciting the Bahraini youth with something new and unusual to occur in the country.

In fact, all of the objectives and needs mentioned above represent the concept behind hosting a new sporting event in Bahrain. Therefore, all the aforementioned points are to be considered within the proposal for the upcoming event.

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2.1.2 Project productThe major deliverable of the project that will be introduced to the BOC in order to solve their business need is a hard copy of a book-like feasibility report along with a CD that includes the same report in a PDF or Word Document format as well as an excel file including all the figures and finance-related analysis.

The feasibility report will be consisting of several parts that are listed below in a logical order:

Findings of researches conducted in order to evaluate the popularity of different potential sports to be hosted in Bahrain. This part will consider the methodologies used for researches as well as the results and findings; finally, analysis and decisions are to be made based on these findings.

Feasibility 1: this part will discuss the feasibility of hosting one sport from different perspectives such as financial factors, legal factors and regulations and future opportunities.

Feasibility 2: this will include the same elements of the previous part, but for another potential sport.

Recommendation: this part will include a final verdict on which option is preferable over the other based on in-depth justifications.

2.1.3 Product RationaleThe major deliverable will apply a variety of tools and analysis to solve the BOC’s need including:

Primary and Secondary Researches: Given the fact that the feasibility report will include research on the popularity of the potential sports as well as the people’s desire to have such sports hosted in Bahrain; it is believed that the research will give a clear picture on whether the proposed sports are on demand between Bahraini people or not, which is an essential element of the project scope.

Financial analysis including budget required and ways of financing will be applied to clarify the profitability and the financial requirements to carry out the projects. Referring to the business’ needs, profitability and growing business are considered to be major objectives of the project.

The SWOT analysis tool will be also applied to identify the good sides of each of the two approaches (the two feasibilities) as well as areas that need more attention to overcome constraints and boundaries.

A sensitivity analysis model will be developed to show the level of impact that each variable has on the implementation and the profitability of the project

All the methods, tools and models mentioned above are to be applied in order to give a clear guideline for BOC to follow to host their upcoming sporting events.

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2.2 StakeholdersProject stakeholders are any party or a group who has the interest in the project or a corporation or who will be affected by it. Moreover, Stakeholders can be affected by the organization’s policies, actions and objectives as the main stakeholders consists of; investors, suppliers, directors and employees. In addition to this, there are some additional and significant stakeholders such as, the government, trade associations and community.

Nevertheless, there is a negative impact of having many stakeholders in the project; this might lead to a conflict in interests between each other as the main goal of making any project is getting high profits (Investopedia, N.D.).

They are categorized as follows:

1-Authorizing stakeholder: The authorizing stakeholder is the person who has the right to approve all the resources of the project and has the final authority to deal with project until it is finalized.

In this project Mr. Hasan Abdullatif, who is the manager of strategies and planning in the

“Bahrain Olympic Committee” is the authorized person.

Mr. Hasan Abdullatif has many responsibilities which make him the authorizing person; for example, he is the direct person who will be contacting the finance department in terms of budgeting and financing options. Furthermore, Mr. Hasan will be the link between the members of the project and the Bahraini Association, as when the group members want to arrange for any meeting with the association, they have to contact Mr. Hasan first and then he has to arrange with them for suitable time.

2-Principal Stakeholders:Principal stakeholders are any person in the company who will be directly affected by the result or the outcome of the project.

And the principal stakeholders in this project are:

-Finance Department

It is one of the important departments in the organization that controls the money in the company. The main purpose of the finance department is organizing, planning, accounting, auditing and monitoring the finance of the company.

According to this project for example, if “Bahrain Olympic Committee” are interested about implementing the project in Bahrain, the finance department will have the full responsibility to prepare the budget plan and financing options.

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-Marketing department

Marketing is the activities, products and services that a company can provide to satisfy customers’ needs and wants which are not achieved yet. Moreover, Marketing is highly depending on advertising, by getting the attention of target audience through media exposure, packaging design, slogans, promotions and pricing. However, the meaning of marketing does not depend only on sales or advertising, it also expands to make a good relationships with customers by sending them thank-you letters, answering their calls and inquiries immediately. Additionally, small tasks such as, a small meeting with a regular or a past customer is also considered as a kind of marketing.

Furthermore, if “Bahrain Olympic committee” likes to carry out this project, the marketing department will have the responsibility to do a huge advertising through the social media to get the attention and reach the target audience, by informing them about this kind of sport and the entertainment of it. The main goal for the marketing department will be matching the customer’s needs and wants with the company’s services which will lead at the end for a high profitability.

-Human Resources Department:

This department is responsible for employee’s activities which include recruiting and selection, training the new applicants, and managing the employee benefits.

However, in case Bahrain Olympic Committee will run this project the HR department will plan for this event by giving responsibilities for either the current employees or new employees to handle, organize and manage this event. Moreover, HR department will evaluate the performance for these activities and recommend for any improvements if required.

3-Project Managers:A project manager is a person who has a full authority and responsibility for the project from the beginning until the time of its implementation (Janssen, N.D.). In this project Hasan Saeed Abdulaal will be the project manager as he will be responsible for planning, managing the resources, the scope of the project, and the implementation.

However, Hasan as a project manager will have some important duties such as; recruiting, creating the project team members that must work and communicate well with each other, praising the good work and effort for each member, and providing a super working environment. Moreover, he will build estimates about the risks that might face this project in the future.

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2.3 Constraints Below are some factors and obstacles that might affect and delay the process of implementing the project in its different phases; these factors are classified as external and internal. Internal factors refer to facts that are about the team working on the project while the external points are about facts that the team has nothing to do in order to change.

1.3.1 Internal Constraints1. Lack of communication with the official bodies: limited access to the official bodies is a constraint in

order to finish this project within the given time frame. We would need to meet with the official bodies in order to discuss our project to proceed. As we cannot do that by our self we have to involve the BOC staff to do it for us, which would take more time and we would not be able to proceed with the project for this time.

2. Lack of experience: team has lack of experience working with sport events and organizing them, additional to that the lack of resources and time. As the team has very limited amount of time to complete this project it would be challenging for the team members.

1.3.2 External Constraints1. Time frame: having a very limited time frame in order to do this project is the biggest constrain

as some researches would need time to analyze it. As well as throughout this semester there are many official holidays, as Eid al adha followed by the Hijri new year next months, followed by the Ashoora holidays that would be for 5 working days, as well as the national days holidays. These factors affect the process of meeting with officials to collect data and information.

2. Facilities: there is not enough information about the sport facilities in Bahrain. In order to find out the facilities that belong to BOC we would have to make a lot of secondary research. And there is lack of information on the internet about the facilities.

3. Secondary researches: as a part of the project in order to determine which sport to host in Bahrain, a secondary research should be conducted using internet sources. However, there is lack of information and historical records of different types of sports; which might affect the process of finding the suitable sport.

4. The budget is not specified: as the budget is not specified there is lack of knowledge how to frame the financial statements. As the budget will be specified by the sponsors along with the BOC after proposing the event idea. We would have to get in contact with them.

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3. Project Scope

3.1 Project ProductAs mentioned earlier, the feasibility study is going to be presented in the form of a book-style report that involves different parts and sections including:

Introduction / Abstract: this part will introduce the purpose and the topic that the report revolves around.

Executive Summary: a brief summary about the content of the report and methodologies that have been used in order to come up with the findings within the report, on which a final recommendation is based. The summary will highlight some important facts and findings included in the project in order to keep the reader aware of the objective of the report.

About BOC: this part will give an overview about the history of BOC, its organizational structure as well as its objectives and achievements.

Research: the research part will divide into two sub-categories; one is the secondary researches and the other one is about primary research activities and its findings. As for the secondary research, it will include an overview current situation of sports in Bahrain, discussion of international sports that are not present in Bahrain, as well as any sport that was considered to be proposed in the report.

Based on the secondary researches, two types of sports will be chosen to undergo a feasibility study on the possibility of hosting these sports in a sporting event in Bahrain. As soon as sports are determined, surveys, interviews and observations are going to be done in order to analyse the popularity of these sports in Bahrain, availability of facilities and professionals to be featured in the events. The findings of the aforementioned activities will be reported and discussed in this part. The surveys will be used in order to measure the potential attendance for the event as they will include questions about preferable ticket prices and the will to attend such event. On the other hand, interviews will be done with people that handle places hosting the sports in order to find the availability and number of players who are participating and practicing the potential sport in order to measure the number of players who will be involved in the event.

Feasibility 1: this part will include the SWOT analysis of the first recommended idea as well as budget requirements and sensitivity analysis. The SWOT analysis will take in consideration the availability of supporting factors to host the event in Bahrain as well as the constraints that might make it difficult to success.

On the other side, financial analysis will be based on prices and costs to host the event in Bahrain which are collected from researches and enquiries, after which there will be revenue

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forecast to compare cash in and out. Moreover, the feasibility will involve the Net Present Value tool as a measure of the profitability of the project. The feasibility will also include more theories such as the break-even analysis in order to define the required return for the project to reach for a break-even point where there is neither loss nor profit. Apart from that, since budget figures might change over the time, there will be a sensitivity analysis on the impact of changing any variable on other variables that make up the targeted revenue. Creating a financial model to apply all these tools is taken into consideration as it will make things clear in regards to risks and uncertainties.

Feasibility 2: similarly to the previous part, but for the second option. Recommendation: since the report is proposing two different ideas, this part will show a

preference towards one of them considering all of its advantages and disadvantages and comparing it to the other option. The recommendation will be justified in a way that shows why the chosen option is the best to host in Bahrain particularly and what are the facts and factors that interrupt the implementation of the other idea.

The final deliverable will also include a CD that will come with the same report in a PDF or Word file format, as well as Excel files that include all the details of financial budget and analysis. It will also include the final presentation file.

The quality criteria to be used is a professional workplace standard in terms formatting including font type and size (Calibri, 11 and 16 for Headings) along with a high level of formal business English as the main language. The final deliverable will also include APA referencing to prove relevant theories and findings. Moreover, the quality assurance is going to be done through checking process that involves grammar and spelling checks as well formatting check. In terms of quality tolerance, the aforementioned criteria are referring to standards, which means that the work has to be exactly as per the standards.

3.2 DeliverableThis report will be presented to the BOC as a hard copy of (A4 size) linked with a CD which includes the same content of the report in a word document, or a PDF. Also, the presentation of the project will be included in the CD along with an excel sheet that shows the figures and analysis of finance operations. Additionally, all the colors, styles, design and the layout of the items and tools will be derived from the BOC logo colors that are (red, green, yellow, black and blue).

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3.3 SMART ObjectivesAll businesses need to set the SMART objectives before starting the business, as any business or organization that has a specific goal to achieve is more effective than those which don’t. These Smart objectives are usually used by project managers when setting the goals of the project. Moreover, these objectives can be set in each sector of the business such as, marketing, finance, sales and HR. Our SMART goals are as follows:

Successfully conduct 300 surveys about potential events by October 13,2014. Collect all the expenses variables to set the budget by November 6, 2014. Deliver a hard copy that is according to the project charter of the feasibility report by

December 2, 2014

To set business goals is to follow the familiar abbreviation of SMART objective which is:

Specific:

It means that goals should be clear to define accurately what needs to be achieved or done. It is the What, Why, and How of the SMART model.

In this project, the group team will have to conduct 300 surveys by October 13, 2014. These surveys will be distributed randomly for people in order to gather information about their potential sports they are interested in or they like it to be hosted in the country. The results of these surveys will give the group members a clear idea about people’s desire and the preferable sports which will bring a high return for the country. On November 6, 2014 this collection of expenses, data and all variables will be numerically identified in the breakdown structure.

Measurable:

It is the evidence to measure the completion of the project with a specific time period and when it has been accomplished. For example, the achievement of goals above is measurable either by number or by achieving a specific standard.

Achievable & Realistic

The goals of the project must be defined very well to be achieved by having the skills, abilities and knowledge needed to accomplish the goal. Each member of the group will have some tasks and responsibilities that must be achieved on time; otherwise there will be a delay in completion the work efficiently.

To make sure that it is realistic, time and resources were determined before setting the SMART objective. Being realistic means how the group team will be able to achieve their goals?

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However, the goals of the project should measure results not activities. (Writing S.M.A.R.T.Goals, N.D) For example, after completing the project BOC will see the final result and study the idea of hosting the two suggested sports in details, if they are interested they will be implementing it in real and host it to the country.

Time Scaled:

It is the deadline or the time frame that helps people to finish their tasks and roles required in order to achieve their objectives. Furthermore, time element stops people from postponing their work and roles that they are responsible for, as this will delay the completion of work required in the determined time.

The entire project is divided to many tasks that are due in different days (SMART, N.D), for example the project plan is due on October 2, 2014 so the group team will have only three weeks to complete every single role and mission in this part. This will help the team members to finish their tasks on time as there will be no chance for postponing.

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Sporting Event Proposal

1. Planning

1.1 WBS

1.2 Gantt chart

1.3 Activity list

1.4 Network Diagram

2 Research

2.1 Secondary research

2.2 Observation

2.3 Surveys

2.4 Interviews

3 Feasibility 1

3.1 Event Concept

3.2 SWOT Analysis 3.3 Budget

3.3.1Financing Option

3.3.2 Expenses

3.3.3 Cash Flow Forecasts

3.4 Break Even

Analysis

3.5 Sensitivity Analysis

4 Feasibility 2

4.1 Event Concept

4.2 SWOT Analysis 4.3 Budget

4.3.1 Financing Option

4.3.2 Expenses

4.3.3 Cash Flow Forecasts

4.4Break even

Analysis

4.5 Sensitivity Analysis

5 Recommendation

5.1 Advantages and

Disadvantages of Feasibility 1

5.2 Advantages and

Disadvantages of Feasibility 2

5.3 Final Decision

6 Finalization

6.1 Hard copy 6.2 CD

6.2.1 Soft Copy

6.2.2 Financial Statements

6.2.3 Manual

6.3 Presentation


3.4 Work Breakdown Structure

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Level 1 Level 2 Level 3 Level 4


3.5 Potential Risks All members of the group are working students

This would be a risk as sometimes we might not be able to attend weekly meetings which might be a cause for us to get withdrawn from the Industry Project.

Prevention: in order to prevent it we should have good communication within each other as well as good management for our meetings.

Backup plan

In case we would have to face a situation where one (any) of us gets withdrawn, we will keep on continuing the work as we keep track on everyone’s part in this report. In addition, the work will be divided equally among group members in order to limit such risks.

The other risk that the members could experience is a change in time meetings with the supervisor.

As the team are all working student this would be sometimes difficult to arrange the timing with work.

Prevention: Try to double check with the supervisor if the timing that we have changed or not in order to prevent any changes and if changes happen notify at work at what time we need a break or a day off to go to university.

Backup plan

In case that the change of time happens and some of us could not attend we would pass all the information that was discussed to the member that could not come as well as we would arrange a meeting just between the group members to complete what should be done as soon as possible.

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4. Project Activities

4.1 Project Activity List with Documentation1. Planning the project

1.1. Define Project charter including business need, product description and rationaleThe project charter is a tool used in project management to describe the objective of the project and a general idea about the project. It has to be the first step to start a project ( Richter, 2011).

1.2. Define Project stakeholdersDefining the project stakeholders helps to recognize the impact that it would have on anyone that might be involved in the project and the effect of others on the process of the project (Rabinowitz,N.D.).

1.3. Define the constraintsDefine the obstacles that might delay and affect the process of the project, these have to be considered and their effect should be analysed (Ioan, 2014).

1.4. Explain the project productThe project product description is used to set the optimal specifications and contents of the final deliverable such as product’s composition and quality standard (Litten, N.D.).

1.5. Identify the format of the deliverableDefining the final and tangible output of the project, it is useful to set the visual specifications in order to compare the results later (Lee, 2014)

1.6. Form a WBSA Work Breakdown Structure is a tool used to illustrate to what extent the project scope goes, it is also useful for monitoring and dividing the tasks (Biafore, 2011).

1.7. Define credible risksDefining uncertain and unanticipated risks that might happen and affect the process of the project is essential to set back up plans and strategies (Taylor, N.D.).

1.8. Make an activity list with documentationThe activity list outlines all the tasks that are involved in the process of the project; it is used as a reference to check out for the next steps to do (Kemp, 2012)

1.9. Create Gantt ChartThe activity of making a Gantt chart would help to monitor the timeline of the project as well as the implementation of activities in the list (Wilson, 2003).

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1.10. Set SMART objectivesThis is an activity by which specific goals are set to achieve in order to reach to the development of the final deliverable (Friesner, 2014).

1.11. Create Project Network DiagramThe purpose of this activity is to create a network diagram to show the logical sequence of activities and identify dependant and independent activities (Wills, 1981).

2. Conduct Researches2.1. Do an Internet research on current sports in Bahrain2.2. Do Internet research about any possible sport discussed in meetings

The two activities above are considered to be a secondary research; it is going to be used in order to have a clear idea about any potential idea (Kamins & Stewart, 1993).2.3. Observe attendance and demand on the sports where possible2.4. Conduct sufficient surveys about first idea2.5. Conduct sufficient surveys about the alternative option2.6. Meet with people handling facilities hosting the sports

The four activities above are considered to be primary researches as the findings will be done by us. It gives more reliable information to start the feasibility (Driscoll & Brizee, N.D.).

2.7. Meet with BOC to propose the two ideas

The activity above is most likely to be considered as a pitch presentation after which more details about budget limitations are given (Harnish, 2011)

3. Create the feasibility for both options3.1. Develop concepts of the two eventsDuring this activity, the idea of the event will be identified in details in terms of time frame, location as well as other factors such as shows featured during the event (Community Connect, N.D.)

3.2. Analyse financial resources to be usedAn important step before doing a feasibility study is to know the source of money to finance the event (Sudarkasa, 1994).

3.3. Do SWOT analysis for both eventsThis step will involve the SWOT analysis which is a tool to identify external and internal factors that might affect the event positively or negatively (MORRISON, 2014).

3.4. Find expenses information for the budget for both events

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Finding the expenses is a core requirement to plan a budget for a project (Stanford University, N.D.)

3.5. Finalize the budget and Cash flow forecastsThis is a step where the profitability of the event is identified; the feasibility of the project is mostly based on this step (Mawby, 2010).

3.6. Do break-even point analysisThe break-even point theory is an important tool to determine the minimum income required in order to make the project financially feasible (Peavler, N.D.).

3.7. Produce sensitivity analysis reportsThe sensitivity analysis considers different cases in which unclear and uncertain variables are changed (Higgins & Green, 2011).

3.8. Finalize financial figures in excelThis step does not involve anything new apart from combining all the financial analysis together.

4. Make recommendations4.1. Identify the advantages and disadvantages of first option4.2. Identify the advantages and disadvantages of second option4.3. Make a recommendation for one of the twoThe three activities above make up the final recommendation and the bottom-line of the entire report; it gives an overview of the entire project in a brief (McMurrey, N.D.).

5. Finalizing the deliverable5.1. Print a hard copy of the deliverable5.2. Create a CDThe two steps above are about delivering the content in two different methods, soft copy and a hard copy, as both have their own advantages (Reppucci, 2011).5.3. Make a PresentationDelivering an oral presentation in order to demonstrate and communicate the core message of the project to the audience and to the client (Joshua, 2014).

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4.2 Gantt Chart The Gantt Chart below is shown in weeks, refer to the link below to the Excel file uploaded on Moodle to view the chart in excel.

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4.3 Project Network Diagram

The diagram above shows the order of implementing the deliverables in the WBS. The activities in blue are dependent while the ones in white are predecessors. The diagram is also uploaded on Moodle in Excel file.

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