The Producers The Sunset KIDS-2 PDF

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Description

  A Project Plan for The Sunset KIDS Prepared

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by the Producers

     BADM 318 Project Management June 27th2018 Project Team: 

Table of Contents

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   Executive Summary

2

Project Description

3

Criteria for Project Selection

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SMART Goals

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Scope Statement

6

Project Team

7

Project Priorities

9

Project Constraints & Assumptions

10

Project Structure

11

Project Deliverables

12

Risk and Contingency Plans

13

Time and Budget Estimate

15

References

19

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Executive Summary

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The purpose of the following document is to outline the project proposal that we, The Producers Co. have prepared for the teams at The Sunset KIDS as well as 604 Records. The project we are proposing is the production of a 4.5 minute music video for The Sunset KIDS’ new song; the project plan provided will outline the necessary planning and preparations the project team will conduct prior to and throughout the execution of the project. The completion of the project involves releasing the finalized version of the music video on social media platforms for showcase. Additionally, the strategic importance of undertaking this project for the stakeholders is that it will help generate more audience members which will bring in more profits. Moreover, the project plan identifies the different criteria used for prioritizing this project. With the rapid advancement of technology, increasing numbers of companies from the music industry are taking advantage of social media platforms to attract larger audiences. For instance, the music video for “This Is America” by Donald Glover of Childish Gambino has already garnered over 279 million views in just under two months on YouTube (Gambino). Evidently, YouTube experiences a tremendous amount of traffic each day, and businesses would be at a significant disadvantage if they do not utilize this opportunity to their full potential. Furthermore, using YouTube’s platform, the team has the means to construct SMART goals based on the number of views received; not to mention, the number of people who pressed the like button, as well as new subscribers to the Sunset KIDS’ YouTube channel. Next, we identify the scope of the project and tie in with the different teams that will be involved with carrying out the music video project to completion. Correspondingly, the various teams will assume priorities and responsibilities in varying degrees respective to their areas of expertise. Continuing, we identify the different constraints and assumptions the team may potentially come across while executing the project. This is a crucial step as constraints may impact several different aspects of the project; thus, it is necessary to address them to complete the project. Likewise, it is necessary to select a project structure, so the project can be optimized and completed as efficiently as possible. For this instance, the choice of a strong matrix structure may prove to work more effectively than a project that uses the functional structure instead. In addition, we outline the potential risks the team will assume when undertaking this project, alongside suggested contingency plans to handle such risks. For any project, it is important to identify

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   potential risks, conduct qualitative and quantitative risk analyses, plan responses, and implement responses accordingly; not to mention following up and monitoring situations appropriately. Moreover, we have included detailed information regarding time and budget estimates required for a project such as a music video. These will be conducted through rolled up estimates using different processes and calculations included in this document. Ultimately, the key deliverables provided to the stakeholders will include charts created using MS Project. These diagrams will portray an overview of the activities involved as well as estimates corresponding to their work activities.

Project Description  The reason for implementing this project is to create a plan for The Sunset KIDS and 604 Records so that they can release a 4.5 min music video for their new song on social media websites. With a surge in popularity of social media websites and apps paired alongside increasing numbers of Canadians using mobile devices daily; it is safe to say that websites such as YouTube can be used as a major source for spreading brand awareness and creating more income for businesses. As of this moment, The Sunset Kids YouTube channel has 102 subscribers. Our hopes for this project is to be able to raise more awareness for this Canadian Electro Folk/Dream band so they can create a bigger following. When compared to local artists such as Dan Mangan, a Vancouver-based musician who has over 5,000 subscribers on their YouTube channel, The Sunset KIDS has some potential room for growth. On the other hand, if we look at the YouTube channel for Marianas Trench, another band from Vancouver, who has over 303,000 subscribers. Evidently, many local artists are creating a name for themselves in the booming music industry of Vancouver, so a music video project is an appealing project to pursue for the music duo at The Sunset KIDS and the team at 604 Records. Undoubtedly, assuming the risks and responsibilities of a project, the team must make necessary preparations for the endeavor ahead of them. For example, developing a project scope, budgetary estimates, risk predictions, and contingency plans are just some of the steps the team must prepare ahead of moving on to carrying out work activities. These preparations must be done prior to the initiation of the project and must be reviewed continually and updated accordingly with up to date progress information on the project. Lastly, adequate research must be done to ensure team members equipped with expert knowledge and technical know-how are assigned to appropriate tasks to ensure efficient progression of the project. Once the necessary preparations are complete, creating solutions for potential obstacles throughout the project must be developed and implemented. Obstacles that occur throughout the project leads to 3

   the project coming to a standstill which will ultimately lead to more costs and negative consequences for the stakeholders and the project team. The information above are just a brief introduction to what the project plan has to offer. Included in this document will be further details on the different processes the project team must consider for the implementation of a music video. Many of these processes will be included throughout a series of charts and diagrams in the appendices for the perusal of the stakeholders.

Criteria for Project Selection The guidelines and criteria for tailoring a music video set a standard process and procedure to satisfy the specific needs of a project. There are specific procedural standards such as the the quality of the production and the implementation of the intended goals and objectives of the project.

Performance Criteria ➔ The visual images demonstrated excellent relevance to the music and/or lyrics, or tells a story which follows the music. ➔ Lip synching/singing takes place throughout appropriate increments during the video and is performed in a professional manner that demonstrates comprehension of the lyrics.

Implementation of Educational Objective  ➔ Strong and clear link between educational objective of the topic and the final project

Concept and Development ➔ Exceptional plot/idea development (focused, logical, sensible) ➔ Interest developed and sustained at a high level

Visual Interpretation / Creativity ➔ Outstanding skill in showing imagination and creativity in content and production techniques ➔ Superior attempt in creating a video that shows originality and creativity. ➔ Outstanding and imaginative skill in showing mood, style and artistic interpretation

Technical (Lighting Audio/Sound Photography Editing Graphics/Titles) ➔ The lighting is creatively and effectively used ➔ Audio is produced and well balanced using sound, music or sound effects effectively. 4

   ➔ Camera work is outstanding using shots and angles to provide impact. ➔ Editing is effectively and professionally done to demonstrate the message. ➔ Graphics/titles are used to enhance the topic or message

SMART Goals  Using the S.M.A.R.T. goal framework, there are six established goals to be achieved for the project: 1. 2. 3. 4.

Complete music video storyboard and final script Finish the music video shoot Complete final edits and music distribution Reach 65,000 subscribers on YouTube

Goal #1: To create a storyboard for the music video, to understand each scene in the video, and have its final script completed and distributed to 604 Records by August 1st 2018. S – Specific:This task consists of two department-specific goals to be completed, the visionaries and the script writers. M – Measurable:Having this task fully completed or not. A – Achievable:The two departments have the required resources and skills to achieve this goal. R – Realistic:It is appropriate to believe that this goal can be accomplished within the time period given that this is the only task these departments will be working on at this time. T – Time Sensitive:To complete within the first day of the project schedule.

Goal #2: To have the crew wrap up shooting the music video by September 3rd 2018 so that editing can begin. S – Specific:It is the completion of the film production of the music video. M – Measurable:Filming all required material and removal of equipment from the set. A – Achievable: The crew and set assistance is capable of shooting and using the equipment to record footage.

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   R – Realistic:The crew is given three days for shooting the video, as a buffer in case there is weather or location problems or other possible risks. T – Time Sensitive:To complete by September 3rd 2018. 

Goal #3: To complete final edits and have the music video delivered to 604 Records for authorization and release by September 5th 2018. S – Specific:Two tasks of editing completion and music video delivery to record label. M – Measurable:Completing two tasks by deadline or not. A – Achievable:Departments assigned with goals have the ability and skills for completion. R – Realistic:Departments are given two full days of editing before it is to be sent off. T – Time Sensitive:To complete by September 5th 2018.

Goal #4: To increase audience base by reaching 65,000 views on the music video on YouTube within the first year of it being released. S – Specific:This task is focused by having a numeric goal and an assigned social media platform. M – Measurable:Reaching 65,000 views within the first year or not. A – Achievable: There is a current following on their YouTube channel.  R – Realistic:Previous music videos had reached 29,000 views and 58,000 views on YouTube. T – Time Sensitive: To complete within the first year.

Scope Statement

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The scope of this project is to shoot a music video for the song “I Wanna Be” by The Sunset Kids using locations from the Vancouver area and a total budget of $30,000 dollars.

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Deliverables At the end of this project we will have a music video that is: ➔ ➔ ➔ ➔

4 minutes and 30 seconds Shot in 4k resolution Professionally directed Professionally edited

Milestones The following milestones must be completed by these dates for the project to resume on time: ➔ ➔ ➔ ➔ ➔ ➔ ➔ ➔ ➔ ➔ ➔

Create storyline and script by 08/01/18 Finish project plan by 08/08/18 Rent/purchase all equipment by 08/09/18 Hire all personnel by 08/17/18 Rent location by 08/22/18 Acquire city permits by 08/29/18 Begin production by 08/30/18 Finish production by 09/03/18 Begin post-production by 09/04/18 Finish post-production by 09/05/18 Deliver music video by 09/05/18

Technical Requirements The following technical aspects must be fulfilled: ➔ ➔ ➔ ➔

Video must be shot in 4k City permits must be acquired before shooting begins  The music video must be 4 minutes and 30 seconds or longer All rights to the video are reserved by The Sunset Kids and 604 Records

Customer Review The following stakeholders will review the final product. ➔ The Sunset KIDS ➔ 604 Label

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Project Team

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Project manager ➔ Manages the development of the team throughout the project. ➔ Completes the project plan and adapts to emerging changes in activities. ➔ Excel in communication, interpersonal, and leadership skills. 

Budget Advisor ➔ Track and report expenses and expenditures on a weekly basis. ➔ Knowledge and skills in accounting. ➔ Develop an estimate of individual task costs. 

Film Crew ➔ ➔ ➔ ➔ ➔

Well organized film director who will be in charge of the production quality. Stylist and Makeup artists with skills and knowledge befitting the demand of the music video. Video/Photographers and film equipment. Editors will be in charge of editing the music video and making the final cuts. Writer of the script.

Title

Role

Duties

Stylist (Hair/Makeup)

Responsible for all styling of the music video

Hair style for the actors and actresses 

Director

Responsible for keeping everyone on task and time

Direct the entire music video 

Videographers

Responsible for recording the entire music video

Video of all the scenes and behind the scenes

Editors 

Responsible for putting the music video togher and final

Work with the videographers to get the best shots possible  8

   cuts and edits of the music video  Food and Safety Associate

Responsible for the food and security in the work area

Oversees all food and security of the area

Project manager

Responsible for communicating with all those involved in the project and keeping them on task

Accomplishing the project on time and on budget

Writer

Responsible for writing the scenarios for the music video

Responsible for finding shooting locations that fits the scenarios

Project Priorities

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The following are priorities that are essentials for the project plan. It must be completed to ensure the project is a success. They are project elements and performance requirements which must be completed before project deliverables are accepted.

Project Plan The team must develop a project plan prior to the start. They must also have a project plan in order to achieve their goal or purpose. A project plan will indicate necessary steps that must be completed and will include: ➔ How the project is executed, monitored, controlled and closed ➔ Integration of subsidiary management plans ➔ Actions needed to efficiently and effectively carry out the project

Project Charter The team must develop a project charter to document the needs of the music video and expected outcomes. The charter will indicate and clarify the participation of the team together. The document will formally authorize the planning and shoot of the music video which will include: ➔ ➔ ➔ ➔

A statement outlining the services to be delivered Music video needs Project scope description Strategic and risk management plan 9

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Identify Stakeholders The project team must identify all stakeholders affected by the music video. This will allow the determination of the scope of the project in terms of what will be included and excluded. Stakeholders include, but are not limited to: ➔ ➔ ➔ ➔ ➔

604 Records The Sunset KIDS Investors Project team Project manager

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Work Breakdown Structure The project team must develop a work breakdown structure that states all tasks for completion. The WBS will include the key components and subcomponents of the music video. This WBS will allow the team to complete all project activities thoroughly without missing anything.

Risk Management Plan The project team must classify all risks that might positively or negatively impact the planning of the music video shoot. The risk management plan must grant strategies and methods to mitigate negative risks and embrace positive risks. An effective plan will ensure that the team can handle the risks as they work to keep the project going and the clients satisfied.

Secure The Locations Of The Music Video Shoot All locations Must be booked three months minimum prior to the shoot. Locations are extremely important to be booked in advance because this time frame will allow the team to work on acquiring required licences for the shoot.

Secure Budget This project can not move forward without a budget being approved and finalized. The project team must meet with the record label and artists to work on sourcing the budget. After the team has a set budget, they can allocate the required funds to the different areas of the music video. The budget is a major and essential component of the project priorities.

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Project Constraints & Assumptions Assumptions & Constraints

Monitoring Metric

A production company will be Does the reputation of the hired to execute the production company meet the deliverables. quality management metrics?

 Mitigation Strategy Consult with industry professionals to determine production company reputation.

The production company will be a “one-stop-shop” and be able to fulfill the four stages of music video production: Pre-production, Production, Post-production & Distribution.

Meet milestone deliverables on Consult with company to time and in line with the determine their company can quality management plan. execute all required deliverables.

Only a bare bones crew is required due to budget and scope (8-10 crew members).

Budget increase or decrease may impact crew size. Production crew budget changes by $500+.

Monitor change requests related to budget. Appeal to interested stakeholders.

There will be no need for sound production during the shoot days.

The addition of sound equipment or request from sponsor of stakeholder.

Monitor change requests that affect scope.

Resources will be available when they are scheduled to be required.

Unavailable equipment should be flagged at a minimum of two weeks before the shoot day it is scheduled for.

Monitor the Resource Management Plan, Activities Management Plan, project schedule and deliverables.

Each shooting location will Ensure schedule plan is being only require one day of filming. used to create the shoot schedule.

Monitor and control change requests made on the schedule plan. Deny future change requests on schedule plan.

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Project Structure

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Choosing the project structure for th...