MBA IN PROJECT MANAGEMENT

Module: (MBP1123) SCOPE, TIME AND COST MANAGEMENT

Name : Qin Tianen

Student ID : 110056668
Title : Individual Assignment 1
Date : 18 / 9 / 2020
Lecturer : DR SITI AIDA BT SAMIKON

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 Scope Statement and Priorities of Project

Introduction
After the project has been defined and the project team has been appointed, you are ready to
enter the second phase in the project management life cycle: the detailed project
planning phase.
Project planning is the heart of the project life cycle, and tells everyone involved where
you’re going and how you’re going to get there. The planning phase is where the project
plans are documented, the project deliverables and requirements defined, and the project
schedule created. It involves creating a set of plans to help guide your team through the
execution and closure phases of the project. The plans created during this phase will help
you to manage time, cost, quality, change, risk and related issues. It will also help you
manage staff and external suppliers, to ensure that you deliver the project on time and
within schedule.

The project planning phase is often the most challenging phase for a project manager, as
you need to make an educated guess of the staff, resources and equipment needed to
complete your project. You may also need to plan your communications and procurement
activities, as well as contract any 3rd party suppliers.
The purpose of the project planning phase is:
 Establish business requirements.
 Establish cost, schedule, list of deliverables and delivery dates.
 Establish resource plan.
 Get management approval and proceed to the next phase.
The basic processes of the project planning are:
 Scope planning specifies the in-scope requirements for the project and facilitates
creating the work breakdown structure.
 Preparing the work breakdown structure specifies the breakdown of the project
into tasks and sub tasks.
 Project schedule development specifies the entire schedule of the activities
detailing their sequence of execution.

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  Resource planning specifies who will do what work at which time of the project
and if any special skills are needed to accomplish the project tasks.
 Budget planning specifies the budgeted cost to be incurred in the completion of the
project.
 Procurement planning focuses on dealing with vendors outside of your company
 Risk management planning charts the risks, contingency plan and mitigation
strategies.
 Quality planning for quality assurance to be applied to the project.
 Communication planning on the communication strategy with all project
stakeholders.
The planning phase refines the project’s objectives gathered during the initiation phase and
plans the steps necessary to meet those objectives by further identifying the specific
activities and resources required to complete the project. Now that these objectives have
been recognized, they must be clearly articulated entailing an in-depth scrutiny of the
recognized objective. With such scrutiny, our understanding of the objective will change.
Often the very act of trying to describe something precisely gives us a better understanding
of what we are looking at. This articulation serves as the basis for the development of
requirements. What this means is that after an objective has been clearly articulated (clearly
stated) we can go about the business of stipulating in concrete terms what we have to do to
achieve it. Obviously, if we do a poor job of articulating the objective, our requirements
will be misdirected and the resulting project will not represent the true need.
Scope planning
You always want to know exactly what work has to be done to finish your project BEFORE
you start it. You’ve got a collection of team members, and you need to know exactly what
they’re going to do to build your product or meet the project’s objectives. The scope
planning process if the very first thing you do to manage your scope. Project scope planning
is concerned with defining all of the work of the project and only the work needed to
successfully meet the project objectives. The whole idea here is that when you start the
project, you need to have a clear picture of all the work that needs to happen on your
project, and as the project progresses, you need to keep that scope up to date and written
down in the project’s scope management plan.

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 Scope statement
 Project Objective
To organize an Annual Dinner-Dance concert on 24 th July 2021 which is sponsored by the
entertainment council at Limkokwing University of Creative Technology (LUCT) with over
3,500 students? At cost not more than RM50, 000.00
 Deliverables:
• Organize venue
• Concert security.
• Concert hall.
• Dance team arrangements.
• Separate dinner garden.
• Stage setup.
• Seating arrangements.
• Catering service.
• Event insurance.
• Entertainment
• Marketing and promotional activities
 Milestones:
Weak 1: • Concert hall finalizing. • Catering service booking. • Dance concert -artists/
team contract signing. • Permission from respective authorities.
Weak 2: • Finalizing the facilities required at the concert hall. • Ensuring security services.
• Stage decoration design selection. • Food items selection.
Weak 3: • Ensuring the safe environment for the concert. • Food garden ambience enhancement. •
Dance theme review. • Water and electricity amenities availability check.
Weak 4: • Dance rehearsal and changes. • Stage design implementation. • Concert hall
decoration. • Ensuring dining garden amenities.
 Technical Requirements:
• Professional Sound system.
• City compliance requirements.
• Regulation and standards of stage formation.
• Restroom facilities with proper hygienic conditions.
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 • Food waste disposable.
• Food standards and quality products.
 Limits and Exclusions:
• Food and Seating capacity for thirty couples.
• Standard security services.
• Drinking water and a single dessert will be included in the food package.
• Performers must have their own traveling and accommodation arrangements.
• Concert will end at 11:00 PM.
Customer Review: Scope statement should be timely shared to charity representatives.
2. What would the priorities likely for this project?

All elements in the scope statement have its own weightage in conducting or administering
a project. Milestones have high priority for this kind of projects, as it clearly states the must
dos in step by step way. Time is a most important constraint, as postponing the event is
nearly impossible. Formulation of a detailed milestone in scope chart will prevent last
minute hassles. Sharing the scope statement and accomplishment reports with customer will
give an excellent experience to customers.
What a professional and possible suggestion would you make and why
At the end of the survey respondents are asked for: Your suggestions for improvement—do
you have any suggestions for improving the training shown on the front of the form? This
information is fed back to the institutions that have provided the training.
They find that the bulk of the suggestions relate to eight domains:
 course relevance and design
 staff attributes and behaviors
 teaching and learning practices
 access to courses, facilities and services
 learning resources, equipment and materials
 Administration and learning support services.
Suggestions for students with appropriately directed effort, anyone can do reasonably well
in the courses. Of course, some students will always do better than others and some students
will always choose to devote less attention to a course than to other aspects of their life (a
choice which is often quite reasonable). One of my goals as students is simply for any
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student who chooses to make an earnest effort to benefit from that effort by learning and
developing as a student. As one minor part of that, I have a brief and pithy document with
writing suggestions that I created a few years ago for a specific class, but it might be useful
for anyone doing a writing assignment. And for students who feel as though they want to
commit to mastering course material, but do not feel as though their efforts are being
rewarded, I can offer a few simple suggestions. These are not particular to me, nor are they
particularly deep, but they are things that I consistently see as separating excellent students
from average students. You could also look at this as a check-list to decide if you are
making the right choices in order to do well
WBS Work Breakdown Structure

Figure 1: Work Breakdown Structure

Ensuring security
Services

Permission from
respective
Authorities
Ensuring the safe
environment for the
concert

Standard security
services
Concert
Security Facilities
required
At the concert
hallPermission
Concert from
Hall Respective
authorities

Dinner- Finalizing the facilities

Dance Required at the
Concert Event concert hall
Insurance

Concert
Catering hall
Service Decoration
Concert
Dance Team hall
Arrangement Finalizing
s

Stage
Setup

Separate
Dinner
Garden
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1. Decide on an exciting area. If you’re spending money wowing guests with dinner and
dancing, you may as well find a venue that will impress your guests as well.
2. Organise the guest list. No event is going to run smoothly without one of these. Have
names in alphabetical order; this sounds like a bore but believe me, when you’ve got a
group of 20 arriving at once, you need to be able to tick them off quickly so they can get
in and grab a drink.
3. Communicate dietary requirements early. If people are dancing afterwards, you
want to make sure they aren’t experiencing tummy complaints. Going with an established
caterer like Food by Dish will ensure your guests are ready and raring to party, not
rushing to the bathrooms. Always have a vegetarian option and make sure there’s enough
to line people’s stomachs.
4. Have plenty of table plans available for viewing. People never look at them and then
get confused when suddenly confronted by tables. Make sure that the plans are large with
names written clearly – this is not the time to use that swirly script font! If you have a
theme, funky table names are great…no one will forget they’re sitting on the “Brad Pitt”
table. Also, put the names in alphabetical order on the table plan and do NOT use name
cards. People ignore them most of the time anyway.
5. Who’s sitting with who? Are you mixing it up and putting people together who don’t
know each other? Or are you putting departments or friendship groups together? This can
have a big impact on the atmosphere of the party and is worth taking the time to think
through.
6. Excellent entertainment. Make sure that you start the dancing with a live band or
particular act. This encourages people to get straight on the dance floor and you will
avoid that awkward half an hour where no one wants to be the first and dance on their
own.
7. An epic DJ! After the band has got everyone on their feet, you need to make sure the
DJ keeps them there. A good DJ will read the room, know exactly what your guests want
and give it to them, whether it’s Jackson 5, Britney Spears or Calvin Harris. A VJ (video
DJ) set is also a great way to add atmosphere.
8. Theming it’s always a good way to break the ice but if you’re going to do it, do it
properly. Fancy dress creates memorable photographs and hilarious talking points but

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Remember to dress the venue as well. It’s no point having a 1920’s theme but drinking
from modern style glassware and sitting on a contemporary 70’s seat.
Organizing a large-scale charity event is a fantastic way to promote awareness, raise
money and have fun. However, the undertaking can be a lot of hard work, and pulling off
a successful large-scale event requires a great amount of planning, organization and
creativity.

Plan and Hall and

Staff
supervise Equipment

Start Finish

Dinner Guest Speakers

Figure 2: Network Diagram Breakdown

To help with the planning process, these are some of the main things you should
consider when arranging a large-scale, high-end charity event.
 How to Organize an Annual Dinner-Dance concert
We've organized this guide into 12 core sections. Simply click on the buttons below, and
you can navigate between the different sections easily and fluidly.
Making Your Event Work for You
Organizing a high-end charity event is a great way to generate a big audience, as the
glamour associated with it is often enough to encourage people to buy a ticket. How you
describe your event makes a big first impression, so consider throwing one of the
following types of high-end events to provoke excitement:
 Dinner Dance
 An event focused on wonderful food with dancing afterwards.
What's Your Budget & Profit Projection?
The principal reason for the event is to raise funds for a charity, so projecting how much
you want to rise before the planning begins will help you stay focused throughout the rest
of the planning process.
Set a profit target for the event, and decide how much you can afford to invest in the
event upfront.
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  Outgoing Costs
Think about how much each aspect will cost, including the:
 Cost of the venue
 Cost of the food
 Cost of the entertainment
 Cost of the drink
 Cost of the marketing
After you've figured out your total costs, calculate the cost of tickets needed to generate
your target profit amount.
 Matching Venues to Vendors
Your venue choice determines many of the factors you'll need to consider when
organizing a high-end event.
It defines:
 How many people you can invite
 The aesthetics of the event
 The bulk of the upfront costs of the event
 How easily accessible the event is for guests
 Good things to remember when booking your venue:
 Booking your venue on a weeknight will cost less than on a weekend
 Most venues will negotiate costs for charitable events
 Does the venue have enough guest capacity to generate your desired profit at your
total cost?
Calculate how many people you’d need at the event to cover the cost of the venue. Ensure
that the cost of the venue leaves room for the amount of profit you projected to make
from the event as a whole, bearing in mind further costs you might incur with
entertainment and refreshments.
 Who will you invite to your Event?
Getting To Guest Lists
The aim is to invite as many people as possible, but it’s equally important to define who
your audience are so that they enjoy the type of event you arrange.

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You could choose to cater for:
Families
 consider adding entertainment for children or having the event during the day
Adults only
 No children allowed with alcohol, food and a late night!
Teenagers (young adults)

 Include entertainment appropriate for a younger audience

Corporate sector only
 Invite local businesses as a combined work social and invite them to get involved
in sponsorship activities.
Couples
 Make the evening perfect for a ‘date night’ and have a more romantic theme.
Deciding this early on will help you plan appropriate entertainment for the event and
ensures that your audience will enjoy the event.
 How much will you charge for a Ticket?
Know Your Worth
 What's the right amount to charge?
You've already calculated how much profit you want to make, and once all the costs have
been added up, you can have a better idea of how much you'll charge.
Remember: It's High End
Remember, this is a high-end event, so don't be tempted to undersell it to secure
attendance. So long as it's marketed well, people will pay for good food and
entertainment, and are more likely to be generous knowing that proceeds will go to
charity.
 How will you Market the event?
Reaching Your Audience
For a high-end event, marketing is an extremely useful tool that can generate some great
results, so it’s worth setting aside some budget for it.
Marketing Avenues:
 Posters Put these up where your target audience spend a lot of time

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  Email depending on your audience, contact them via email (for example - send
emails out to local businesses and invite them all)
 Social Media target your audience on platforms such as Facebook and promote
the event.
 Letters (invitations) – Send out letters to your target audience, (for example
attractive invitations to local businesses)
 Exclusive invitations - Send out invitations on a personal basis to individual
attendees. Try and seem as sincere as possible and include all details of upfront
costs and what they will receive for that price.
What Games & Entertainment will you
provide? Making & Maintaining Energy
It's important to make the event as interactive and fun as possible and playing games is a
great way to break the ice, encourage further donations and keep everyone entertained
throughout the evening.
Ideas for Fundraising Games
 Raffle
Ask local businesses to donate gifts or vouchers and conduct a raffle throughout the
evening. Ask guests to buy tickets and announce winners sporadically throughout the
evening.
 Heads &
Tales A great
icebreaker
 Auction's
Auctions are great fun, and depending on what you’ve managed to secure as prizes, they
can be really exciting. Make sure you hire a professional auctioneer and that they’re
aware of the value of the objects they’re auctioning off, and also who to thank for the
donation.
 Date Auction
One for the adult audiences, date auctions is a fun, flirty way to raise money.
 Bingo
Charge for a bingo sheet and offer donated prizes for the winners

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Ideas for entertainment
 Live Bands
Get a well-known local (or not local!) band to perform at the event. This will give an
event far more worth, and many bands are likely to perform at discounted rates – or even
for nothing at all
 Comedians
Comedians make an atmosphere more relaxed and less formal. Think about having a
comedian as your master of ceremonies to guide people through the evening.
 Magicians
Magicians are great for audiences of all ages and types, and having them approach tables
for intimate performances can be a real highlight for guests.
 Local Celebrities
if you have someone in the local community who can make an appearance, get them
involved!
 Dance performers
Dance performance is an alternative to music performance but is equally engaging and
impressive.
 Circus performers
A unique way to entertain your guests with trapeze and other circus acts
 Aerial performance
To add some real wow factor, Aerial performance doesn't even need to be a standalone
performance. Incorporate the dancers whilst guests dine and drink below – the
atmosphere will be incredible.
 DJ’s
As the night draws in, most people are more comfortable on the dance floor. Make sure the
DJ is responsive and friendly to keep the party going.
 How will you staff your event? The Cast and Crew
Depending on your venue, you may find that the cost includes some hospitality staff. If
this is the case, ensure they are briefed on the nature of the event, and are able to run to a
logistical plan to ensure smooth running.
Volunteers

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If you don’t have staff included with your venue, it’s a good idea to enrol some
volunteers to help with the different areas of running the event. Doing this during the
early stages of the planning process ensures that each volunteer will have their own
section and responsibility to work on, aiding logistical planning.
Where to recruit volunteers:
Approach local colleges or universities
Events planning are an area many people are interested in getting into, so finding local
young people to help out shouldn’t be too hard
Advertise on volunteer boards
 Do it
 Time Bank
 Reach Skills (ideal for finding volunteers with particular skills)
What Food & Drink will you
provide? Eating, Drinking & Being
Merry
It’s important that the food and drink is of good quality if you decide to have a meal as
the focal point of your event. Giving your guests a choice is important too, but it’s worth
getting their decision beforehand for logistical purposes. This will save time on the day,
but still give them freedom and choice.
Decide if you will include food and drink in the price of the ticket. It’s a good idea to
have as much included as possible, as it will promote good value to your guests, it will
also mean they’re more likely to donate further money to other activities during the
evening.
 Who will make a Speech?
Providing a Strong Central Hook
It’s really important that the charitable purpose of the event is reinforced throughout, so
organize a master of ceremonies to commentate throughout the event. They can introduce
guest speakers, games and other entertainment throughout the evening.
Good points to include in a speech:
 Thank everyone for attending
 Encourage guests to donate and get involved in other games/entertainment

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  Reinforce the good the charity does
 Thank sponsors
 Thank donators
 Thank volunteers
 Network Diagram Example for Sequence Activities Process
 Process of identifying and documenting relationships among the project activities

 Key results of this process is Network Diagram

 If activity durations are added, network diagram shows critical path

This figure shows a sample network diagram as a result of sequence activities process.

As you see, after the start of the project,

 Activity 1 must start first.

 After Activity 1 finishes, Activity 2 and Activity 3 will begin.

 Activity 4 can start only after Activity 2 finishes.

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  Activity 5 depends on Activity 2 and Activity 3. Therefore, it will start only after
these two activities are completed.

 And the last Activity, activity 6 can start only if Activity 4 and Activity #5 is
completed.

 After activity 6 completion, the Dinner-Dance Concert. will end.

Note that this is just a simple and sample network diagram to show you how a network
diagram is. In real-life projects, there will be lots of project activities, so the network
diagram and also sequence activities process will be much more complicated than this

 References

1. https://cnx.org/contents/[email protected]:cDfUikBa@9/Project-Planning
2. https://www.chegg.com/homework-help/questions-and-answers/assignment-
instruction-assignment-carries-40-total-marks-module-compulsory-candidate-atten-
q55784682
3. http://files.dmssystems.com.au/TAE/FinPa/TAE-0/TAE0-030/Evaluation/VET
%20Experience_Student%20responses.pdf
4. https://www.senatehouseevents.co.uk/features/how-organise-charity-dinner-dance-
ultimate-guide
5. https://www.coursehero.com/file/p4vmou1m/What-does-it-mean-if-the-priorities-
of-a-project-include-Timeconstrain/
6. https://www.scribd.com/search?content_type=tops&page=1&query=suggestions
%20would%20you%20make

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