Online Artist Hunt Project Management PDF

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Summary

Tutorial work for an Online Artist Hunt Project Management for the course FNB 404...

Description

Course Code: FNB 404 Course Name: Project management

Assignment on Project Management of an “Online Artist Hunt Event” Submitted to: Tanjila Hossain Assistant Professor Department of Accounting & Information Systems Faculty of Business Studies Jahangirnagar University

Submitted by: Team Multiverse Name 1. Afroja Islam 2. Sanjida Islam 3. Shahida Afrin 4. Mehedi Hasan 5. Meraj Hossain

Student ID 1670 1674 1675 1680 1692

8th Batch Department of Finance & Banking Jahangirnagar University

Date of submission: August 21, 2021

Letter of Transmittal

August 21, 2021 Tanjila Hossain Assistant Professor Department of Accounting & Information Systems Jahangirnagar University Savar, Dhaka-1342

Subject: Submission of term paper on “Project Management of an ‘Online Artist Hunt Event’”

Dear Ma’am, I am submitting the term paper that we have been assigned on the topic “Project Management of an ‘Online Artist Hunt Event’”. The term paper has been completed by the information we have collected from many sources to find out the current situation of project management. We would be happy if you read the term paper kindly. We have tried our level best to complete this term paper correctly. We do believe that our tiresome effort will give an insight into the topic to the readers. In this case, if any information is added to enlighten knowledge, it will be meaningful to us. We are looking forward to having your comment on our work.

I remain Ma’am Your Most Obedient Pupil Mehedi Hasan On behalf of Team Multiverse Department of Finance & Banking Jahangirnagar University

Co Conte nte ntents nts Introduction.................................................................................................................................................. 4 Our Project: ............................................................................................................................................. 4 Project Scope Statement .............................................................................................................................. 5 Priority Matrix ............................................................................................................................................... 6 Estimating Project Time and Cost ......................................................................................................... 11 Network Information ................................................................................................................................. 13 Risk Management .................................................................................................................................... 14 Network of stakeholders.......................................................................................................................... 20 Project team .......................................................................................................................................... 20 Project manager ................................................................................................................................... 20 Administrative support ......................................................................................................................... 20 Functional manager ............................................................................................................................. 20 Top management ................................................................................................................................. 20 Project sponsors ................................................................................................................................... 20 Contractor .............................................................................................................................................. 20 Customers ............................................................................................................................................. 20 Project closure checklist.......................................................................................................................... 21 Audit ........................................................................................................................................................... 21 Reporting ................................................................................................................................................... 21 Classification ......................................................................................................................................... 22 Analysis.................................................................................................................................................. 22 Recommendation ................................................................................................................................. 22 Lesson learned ..................................................................................................................................... 22

Introduction A project management plan is a formal document that defines how a project is going to be carried out. It outlines the scope, goals, budget, timeline, and deliverables of a project, and it’s essential for keeping a project on track. From start to finish, every project needs a plan that outlines how things will get off the ground, how they will be built, and how they will finish. For example, in architecture, the plan starts with an idea, progresses to drawings, and moves on to blueprint drafting, with thousands of little pieces coming together between each step. The architect is just one person providing one piece of the puzzle. The project manager puts it all together. No matter what the project is, the project manager tends to have roughly the same job: to help define the goals and objectives of the project and determine when the various project components are to be completed and by whom. They also create quality control checks to ensure completed components meet a certain standard. Every project usually has a budget and a time frame. Project management keeps everything moving smoothly, on time, and budget. That means when the planned time frame is coming to an end, the project manager may keep all the team members working on the project to finish on schedule. For example – Let's say a project manager is tasked with leading a team to develop software products. They begin by identifying the scope of the project. They then assign tasks to the project team, which can include developers, engineers, technical writers, and quality assurance specialists. The project manager creates a schedule and sets deadlines. Often, a project manager will use visual representations of workflow to determine which tasks are to be completed by which departments. They set a budget that includes sufficient funds to keep the project within budget even in the face of unexpected contingencies. The project manager also makes sure the team has the resources it needs to build, test, and deploy a software product. A key part of the project manager's job is to integrate project team members from various backgrounds and instill a sense of group purpose about meeting the end goal.

Our Project: As for our paper, we are going to create a hypothetical project which is an online content and artist hunt for a Facebook page and group named Kobita-Poem. This online artist hunt event will start in October and the project will be held for a whole month. Our primary target is to create an online event based on a renowned Bangladeshi Facebook Page for artist hunting. For that purpose, we’ll be forming different teams, create our scope statement, priority matrix for the project, a work breakdown structure, time and cost estimation, etc. Our final project management plans are from here onward -

Kobita-Poem Online Artist Hunt Project Scope Statement Project Objective To organize a content and artist hunting event on social media within a month at a cost not to exceed 3 lakh BDT for a Facebook page. Deliverables       

Facebook page and group cover images Copywriting for the event marketing Event Defense Committee Sponsors Collaboration with other renowned Facebook pages and groups Two weeks long competition event A safe social environment during the contest

Milestones 1. Creating Event Defense Committee, Content writing, Typography, Audio & Technical Team – October 1, 2021 2. Creating respective chat threads in Messenger for each team – October 3, 2021 3. Call for Artist in the Kobita-Poem Facebook group – October 5, 2021 4. Contacting sponsors – October 8, 2021 5. Advertising campaign – October 10, 2021 6. Contacting other renowned Facebook pages and groups for collaboration for the event – October 12, 2021 7. Start taking content for the contest in the Kobita-Poem Page’s group – October 15, 2021 8. Winner announcement – October 31, 2021 Technical Requirements 1. Enough devices for every member of the teams 2. Headphone or earphones for the Audio & Technical team 3. E-mails and Social accounts for every member of the committee Limits and Exclusions       

Content will be taken from 8 AM to 8 PM (October 15 - October 30, 2021) Artists are solely responsible for creating their content If any violation occurs regarding his/her content, the artist will be held responsible Data of the artist can be saved for future artist hunt or other purposes Any content posted for the event can be used later by the Kobita-Poem page If the content is accepted as one of the top content of the day, the organizers can ask the artist to send it to them via an online drive link The organizers can decide or change any rule regarding the event at any time, the artists must follow these rules

Priority Matrix Project Management Trade-offs are quite helpful to determine how the projects should be going and prioritizing the tasks beforehand. For our Kobita-Poem Artist Hunt Event, the project Management Trade-off figure is:

And the priority matrix is the technique that is used for the project to identify which criterion is constrained, which should be enhanced, and which can be accepted. For our Artist hunt event the Priority Matrix will be: Time Constrain Enhance Accept

Performance

Cost

  

From the priority matrix, we conclude that for the artist hunt event, the parameter time is fixed. The project must meet the completion within the specified date. Given the scope of the project, the performance-enhancing means we need to add value to the artist hunt project. And finally, to complete the project within the specified time and make its performance better, the project can go over the budget and it will be accepted.

WORK BREAKDOWN STRUCTURE TREE DIAGRAM OF ARTIST HUNT EVENT Kobita-Poem Online Artist Hunt

PROJECT TITLE PROJECT MANAGER

Mehedi Hasan

ORGANIZED BY

Team Multiverse

DATE

October 1, 2021

Kobita-Poem Online Artist Hunt

1 Event Defense

1.1 Member recruit

1.1.1 Device Setup 1.1.2 Open Chatbox 1.1.3 Create Schedule 1.1.4 Followup

2 Content Assessment

1.2 Comment Violation

1.3 Member Help & violation

1.2.1 Check vulgar comments

1.3.1 Help the members

1.2.2 Take action 1.2.3 Give warnig

1.3.2 Ban Membe -rs violating repeatedly

2.1 Write-ups

2.3 Poem Recitation

3 Marketing & Planning

3.1 Advertising

3.2 Sponsorshiop

3.3 Other Promotion

1 Check posts using hashtags

3.1.1 Copywriting

3.2.1 Contact known sponsors

2 List the posts including content

3.1.2 Online ads

3.3.1 Contact other renowned pages & groups

3 Judge them in the respective panel

3.1.3 Post in group and page

2.2 Typography

4 Based on the marking select the top artists 5 Publish results in the page

3.1.4 Contact renowned artists

3.2.2 Meetup with them 3.2.3 Try to make a deal

3.3.2 Collabo ration

4 Finance

4.1 Collecting Finances

4.1.1 bank account 4.1.2 Collect from sponsors 4.1.3 Collect from event entry fee

4.2 Spending

4.2.1 Online ads spending 4.2.2 Required Device 4.2.3 Payment to all membe -rs

4.3 Award Money

4.3.1 Giving award money to the top artists

4.3.2 Food Coupon giveaway

RESPONSIBILITY MATRIX OF ARTIST HUNT EVENT Content & Assessment Team

Marketing & Planning Team

1. Create Facebook Page & Group Cover Image

1

2

5

2. Copywriting

2

1

3

PROJECT DELIVERABLE (ACTIVITY)

3. Device Setup

Event Defense Team

Finance Team

1

4. Open Chat Thread

1

5. Call for Artists in Facebook Group

3

6. Contacting Sponsors 7. Advertising campaign

2

Project Leadership Team

2

2 1

4

1

2

3

1

3

5

8. Schedule for checking the comment section in the group

1

5

9. Checking Comment Violation & Baning Members

1

4

10. Contacting other renowned pages for collaboration regarding the event

1

4

11. Creating a Bank Account

1

3

12. Collecting Finances

2

1

4

13. Spending Money on Advertisement

1

2

4

14. Check Contest Content

1

15. Judging Content and Publishing Results of the winner

1

16. Spending on Award-Money

1

2 4 2

5

S Responsible - 1 pending on Award-Money

Support - 2

Consult - 3

Notification - 4

Approval - 5

ARTIST HUNT EVENT PROJECT COMMUNICATION PLAN What Information

Target Audience

When?

Method of Communication

Provider

Kick-Off Meeting

Sponsors and Renowned Artists

Starting of the Project

Online Meeting, Presentation

Project Manager

Team Meeting

Team Members

Weekly

Online Meeting

Project Manager

Status Report

Sponsors

Weekly

E-mail & Hardcopy

Project Manager

Team Status Report

Project Manager

Everyday

E-mail

Team Members

Milestone Report

Sponsors

Weekly

E-mail & Hardcopy

Project Manager

Issues Report

Project Manager

Everyday

E-mail

Team Members

Lessons Learned

Team Members

End of the Project

Online Meeting

Project Manager

Estimating Project Time and Cost Given the urgency to start work on the project, managers sometimes minimize or avoid the effort to follow through on estimating project time and cost. This attitude is a huge mistake and costly. There are important reasons to make the effort and incur the cost of estimating for the project. Estimating is the process of forecasting or approximating the time and cost of completing project deliverables. Estimating processes are frequently classified as top-down and bottom-up. Topdown estimates are usually done by senior management. Management will often derive estimates from analogy, group consensus, or mathematical relationships. Bottom-up estimates are typically performed by the people who are doing the work. Their estimates are based on estimates of elements found in the work breakdown structure. For our artist hunt event, we are going to use both the top-down and bottom-up approaches. As for the top-down approach, we are going to use the apportion method. This method is used when a project closely follows past projects in features and costs. Given good historical data, estimates can be made quickly with little effort and reasonable accuracy. This method is very common in projects that are relatively standard but have some small variations or customization. As we have already completed a similar project at the starting of this year, 2021, so we already have data regarding that event and we are going to use this apportion method. And as for the bottom-up approach, we are going to use the range estimating method. Range estimating works best when work packages have significant uncertainty associated with the time or cost to complete. If the work package is routine and carries little uncertainty, using a person most familiar with the work package is usually the best approach. To use the estimate, group range estimating allows the project manager to assess the confidence associated with project times. The approach helps to reduce surprises as the project progresses. The range estimating method also provides a basis for assessing risk, managing resources, and determining the project contingency fund. As for our project, there are some project deliverables that can be quite uncertain at a certain time. That is why to clear the confusion or future mistake, the assessment of the risk and possible delay is needed. So range estimating as the bottom-up approach is one of the best methods to use for our online artist hunt event project.

APPORTION METHOD OF ALLOCATING PROJECT COSTS USING WORK BREAKDOWN STRUCTURE OF ARTIST HUNT EVENT Total Project Cost 300,000/-

k = 1000/-

Event Defense 8%(24k)

Payment to members (24k BDT)

Content Assessment 8%(24k)

Payment to members (24k BDT)

Marketing & Planning 22%(66k)

Advertisin g 10%(30k)

Payment to Members 8%(24k)

Collab 4%(12k)

Finance 62%(186k)

Spending 21%(63k)

Award 31%(93k)

Device & other accessor ies 13%(39k)

award money 30% (90k)

Payment to all members 8%(24k)

Food Coupon 1%(3k)

Contingen cy budget 10%(30k)

RANGE ESTIMATING METHOD OF TIMING FOR THE ARTIST HUNT EVENT PROJECT PROJECT NAME PROJECT MGR. START DATE END DATE

Artist Hunt Event Mehedi hasan October 1, 2021 October 31, 2021

ID 1 2

DESCRIPTION

LOW

AVERAGE

HIGH

ESTIMATE DAYS

ESTIMATE DAYS

ESTIMATE DAYS

RANGE

RISK LEVEL

1

2

3

2

LOW

Create Facebook Page & Group Cover Image Copywriting

2

3

4

2

LOW

3

Device Setup

2

4

6

4

MEDIUM

4

Open Chat Thread

1

1.5

2

1

LOW

3

4

5

2

LOW

5 6

Call for Artists in Facebook Group Contacting Sponsors

2

5

8

6

MEDIUM

7

Advertising campaign

3

5

7

4