Project Management at the University's Sports Department - Case Study Example

? Project Management Table of Contents List of contents page no EXECUTIVE SUMMARY………………………………………………3 2 INTRODUCTION…………………………………..……………………3 2.1 Vision of sports department…………………………………………..4 2.2 Mission……………………………….………………………...…….5 2.3 Objectives of the plan……………….………………….……….…5 3. BUSINESS CASE…………………………………………………….………5 3.1. Benefits; ……………………………………………………………5 3.2. COSTS………………………………………………………………6 3.2.1 Social costs…………………………………………………6 3.2.2. Economic cost………………………………………………7 3.3. Potential risks and constraints…………………………………….….7 4. WORK BREAKDOWN STRUCTURE……………………………………..…7 5. MARKETING AND PROMOTION…………………………………….….….9 5.1. Website…………………………………………………………………9 5.2. Social network…………………………………………………………9 5.3. Media……………………………………………………………………10 6. NETWORK DIAGRAM AND CRITICAL PATH ANALYSIS…………………11 7. GANTT CHART……………………………………………………………………13 8. Conclusion……………………………………………………………………………15 9 references and appendix 1. EXECUTIVE SUMMARY Objectively, this competition aims to unite together all students from different university within the country. As one of the leading sports centre in the country, this university has been privileged to hold this year’s Universities National Championship which will be from13th to 16th of July. The arrival date will be 13th with 14th being the opening ceremony, followed by the main activities as from 14th to the final day 16th. The guest of hour for the opening ceremony will be the Permanent Secretary Ministry of Education; however, the closing ceremony will be presided over by the minister of Sports. Due to the large number participants and guests the event will require large amount of funding and specialized organization. The female participants will be accommodated in the ladies hostels while the male and coaches participants will be accommodated in male hostels and guest rooms respectively. The main disciple of the events in clued both outdoor and indoor sports for both male and female participants. Indoor sports include; table tennis, chess, karate, taekwondo, badminton while outdoor includes; hockey, football, tennis, basketball, handball, swimming and netball. This plan aims at providing the guidelines of the activities will be performed and associated costs. 2. INTRODUCTION Sports have always had a vital role through the performance of teams, sporting clubs and major athletes that improve the name of the University (Great Britain: Department for Culture, 2007). By increasing the number of staff, students and alumni that participates in the range of sports, recreation and fitness activities has encouraged a balanced lifestyle and hence healthy community. Involvement and participation in sports events and clubs also enhances lifelong connections that hearten the alumni to offers support to the University and ensure that sports remain a core figure in this university. The university’s Sports Strategic Plan has been prepared by the Staff of the University’s sports department with the vision of molding a leading sports centre in the country. (Great Britain: Department for Culture, 2007) This includes provision of participation and qualities services not forgetting more of the participation in the national events. The strategic plan is in accordance to the University’s growing esteem strategies and supports the main objectives of ensuring the attraction of students globally. Sports in the university have a proud and long history and in this regards the plan for the upcoming sporting event is a reflection of this legacy. It is the belief that the objectives and the plan will significantly develop students, staff and broader community of the university. It will be essential to achieve the sports department vision that the University offers support to capital development projects that will ensure continued access to sports quality services and recreation activities (Great Britain: Department for Culture, 2007). 2.1 Vision of sports department The vision of the university’s sports department is to exhibit exemplary coaching and training, character development, recreation and fitness services to mankind 2.2 Mission The mission of the sports department is to deliver advanced coaching and training in sports tactics and skills, recreational and managerial services to staff and students of the entire university and the country at large. 2.3 Objectives of the plan To encourage youth and especially youth from linguistically and culturally diverse backgrounds to appreciate and understand each other To ensure funding or scholarship to employ a recreation development professionals and to award best performance in the sports fraternity To collect funds that will be used in sponsoring the needy students with some portion being used as donations. 3. BUSINESS CASE 3.1. BENEFITS; As have been mentioned above in the objectives, the project aims to nurture cohesion between the youths from different backgrounds with different cultures (Joan Knutson, 1991). This will ensure national integration hence shunning away from tribalism and negative race issues. After using the social cost-benefit analysis, with assistance from 3 project assistance and sports department, I have concluded that the project is viable for implementation (Miklos Hajdu, 1996). Another benefit that will be derived from this project is the revenues from the event. The main sources of revenues include Registration fees charged to the participants Accommodation fees charged Profits made through sales of food and drinks to the participants and guests in the University restaurants in liaison with the sports department Cash from Samsung Mobile company Ltd. who are the main sponsor Cash from Coca-cola company and Barclays Bank who are other sponsors of the event Grants from the ministries of sports and education Grants from the university administration through the sports department. Sponsors from the university alumni society 3.2. COSTS This entails both the social and economic costs that will be experienced during the organization and implementation of the project. 3.2.1 Social costs The main social cost is that the project, for three days, will disrupt the university activities especially in relation to academic matters of the students and the staff. However, considering the social benefits this project is worth implementing (David I. Cleland, 2006). 3.2.2 Economic costs Here is the breakdown of the budget Activity Costs($) Invitation letters 20 Booking guest rooms 100 Food and drinks for participants 200 Food and drinks for invited guests 150 Hiring of National ambulance services 100 Restructuring of the fields 50 Paying the referees 150 Buying the awards for the top performers 100 Buying new sports kit 100 Miscellaneous 100 Entertainment 80 3.3. Potential risks and constraints The amount provided for the budget is proving to be a limiting factor; however, with some of the sponsors that have confirmed their interest in the project I hope that the project will proceed as planned (Jack R. Meredith, 2011). The project also faces the risks of some Universities not participating in the event, thereby reducing the project revenue. There is also some uncertainty in the business world hence some sponsors might withdraw before the actual implementation (Schwalbe, 2010). However, we hope to minimize these risks and constraints to ensure that the project runs smoothly. 4. WORK BREAKDOWN STRUCTURE This is the breakdown of how the activities will be lined prior to and during the event. 4.1 Prior to event starting May 3, 2012 Activity Duration Writing of the invitation letters May 3rd to 10th (one week) Taking the letters to the university administration for approval and stamping May 10th-17th (one week) Sending the letters to various stakeholders May 18th-21st (3 days) Sourcing for sponsors and negotiation May 21st -28th (one week) Receiving of replies and confirmations May 31st – June 6th (one week) Budgeting for confirmed guests and stakeholders June 9th-16th (one week) Approval of the budget by the university administration 17th to 20th June (three days) Start and completion of project/ competition 13th July to 16th July (four days) 4.2 Schedule of activities as from July 13th-16th 2012 Activity Schedule/ duration 13th July Arrival of participants in the main university compound 6 am to 6.p.m Participants taken to their area of accommodation 6. pm- 7 pm Participants served supper 7 pm-9 pm 14th July 2012 Arrival of participants in the opening ceremony venue after breakfast 8-9 am Arrival of the guest of honor (permanent secretary Ministry of Education) accompanied by the University management team 10 am-11am Entertainment 11 am-11:30 am Opening remarks from the university sports coordinator 11:45 am-12:00 noon Speech from the university Vice chancellor 12-12:15 pm Speech by the guest of honor 12:15-12:45 pm Official opening and the sports completion begin 12:45….. Lunch break 2:30-3:30 pm Evening sporting activities 3:30: 6:00 pm Supper 6:30-8:30 pm 15th July 2012 Breakfast 6:30-7:30 am Continuation of the competition 8:00 am-1:00 pm Lunch 1:00-2:30 pm Competition (including semi-finals) 2:30-6:00 pm 16th July 2012 Breakfast 6:30-7:30 am Arrival of the university management team together with the Minister of sports followed by some refreshment 9:am-10:00 am Playing of the finals 10:30-2:00 pm Assembling at the closing ceremony venue 2:00-2:15 pm Awards for the best performance 2:15-3:00 pm Speech from the Vice chancellor 3:00-3:15 pm Speech from the guest of honor 3:15-3:45 pm Vote of thanks from the sports coordinator 3:45-4:00 pm Visitors leave at their pleasure 4:00 pm 5. MARKETING AND PROMOTION 5.1. Website The university through its sports department has established a very able website that informs people the vision and missions of the department together with the importance of sports in nation development (Great Britain: Department for Culture, 2007). Through this website I and the three other projects assistance has managed to advertise this important project. In addition, we managed to establish our own website with assistance with University IT department. This website called www.sportsforlife.com is specifically built for this project and through it we have managed to advertise the project thoroughly (Joan Knutson, 1991). 5.2. Social network Nobody can deny the changing face of the world as far as social network is concerned. Social network has become a key figure in communication and even business development. Most users are youths and considering that they were the major target for this project, this was a very big milestone in marketing and hence reaching our audience (David I. Cleland, 2006). We managed to develop face-book account within the time that the project was conceived and to the time of completion. Though this face-book account called Universities sports association, we were able to link with sports management teams and stakeholders from different parts of the countries (Haynes, 2002). The business fraternity is also not left behind as far as the social media is concerned. In this regard, we manage to attract different sponsors by advertising through their face-book pages. As you know the business community is concerned about the number of customers that will enable them to increase their sales. Therefore, most of our sponsors-such as Samsung Mobile company, and Coca-Cola took the opportunity to market themselves (Pritchard, 2004). Therefore face-book played a vital role in marketing and promotion of this project. Apart from face-book, twitter is also one of the social networks we are using to market the project. Though, the use of twitter is not as intensive as that of face-book, twitter is proving to be vital in that through our twitter account we are able to reach over 50,000 students from different universities within the country (Miklos Hajdu, 1996). 5.3. Media This category include: magazines, radio stations, Television networks and news papers. We have managed to advertise through the daily leading newspapers and we have managed to produce some magazines that focus on sports and its advantages (David I. Cleland, 2006). The university, through the games department, has been supportive and has ensured that the project is marketed through the television and the radio stations at the university’s costs. This has ensured those without the social network are also included and are part of the project (Great Britain: Department for Culture, 2007). This is an indication of the importance of the project at reaching out to every member of the society and revealing the role of sports in national integration and development (Jim Highsmith, 2009). 6. NETWORK DIAGRAM AND CRITICAL PATH ANALYSIS Activity Preceded by Duration (days) Writing of the invitation letters (A) ___ May 3rd to 10th (seven days) Taking the letters to the university administration for approval and stamping (B) A May 10th-17th (seven days) Sending the letters to various stakeholders (C) B May 18th-21st (3 days) Sourcing for sponsors and negotiation (D) A May 21st -28th (seven days) Receiving of replies and confirmations (E) D May 31st – June 6th (seven days) Budgeting for confirmed guests and stakeholders (F) E, June 9th-16th (seven days) Approval of the budget by the university administration (G) F,G 17th to 20th June (three days) Start and completion of project/ competition (I) G 13th July to 16th July (four days) 6.1 Critical path (DIAGRAM 1) The critical by definition is the longest sequence of activities in a project that must be finished on time for the projected to be completed on the time scheduled or due date (David I. Cleland, 2006). The project activities that falls within the critical path cannot be started until its predecessor is completed. If one of the activities is delayed, the project would also be delayed unless the following activity is completed a day earlier (Jack R. Meredith, 2011; Miklos Hajdu, 1996). In this project, the activities that fall within the critical path are A, D, E,F, G, I and the total duration for the project is 35 days. This means that; writing of the invitation letters, sourcing for sponsors and negotiation, receiving of replies and confirmations, budgeting for confirmed guests and stakeholders, approval of the budget by the university administration and Start and completion of project/ competition, all lie within the critical path. Delaying any of these activities will delay the overall schedule of the project and this might even come at a cost. It is not that the other activities are not important; but the activities in the critical path should be given much attention in the project management (Jack R. Meredith, 2011). These activities and the entire project stakeholders will ensure no delays in any of them hence the project run as planned (Miklos Hajdu, 1996). 7. GANTT CHART This chart expresses the extent of activities against the progressive of time (Clark, 1952). Summary and terminal elements consists the work breakdown structure of the project as shown above. A Gantt chart will also help us to see immediately what we have achieved as far as the project schedule is concerned; in addition, it will also enable us to see how remedial action may bring back this project on course (Clark, 1952). (DIAGRAM 2) 8. Conclusion The importance of sports is with no doubt known to if not all everybody in this world. That’s why there have been numerous sporting events such as World cup, Olympics, world championships and marathon and many others ((U.S.), 2009). This has helped in globalization as people from different backgrounds and culture has managed to share and appreciate each other despite the cultural different. This project is no exception as it tries to bring people from different culture and backgrounds to appreciate each other. Through this project we shall be able to raise enough funds that will enable students to attain sponsorship and also help to donate to some areas that need donation (Great Britain: Department for Culture, 2007). I would like to thank the entire project team that have worked and have continued work hand-in- hand with me to ensure that the project becomes a success come July. Together with the team are also other stakeholders that have ensured smooth planning of the project so far. The aim is to attain the goals and objectives of the project are achieved (Pritchard, 2004). 9. References (U.S.), N. I.-R. (2009). Campus Recreational Sports Facilities: Planning, Design, and Construction Guidelines. Michigan: Human Kinetics. Clark, W. (1952). The Gantt chart: a working tool of management. Wisconsin: Pitman. David I. Cleland, L. R. (2006). Project Management: Strategic Design And Implementation. Carlifonia: McGraw-Hill Prof Med/Tech. Great Britain: Department for Culture, M. a. (2007). Department for Culture, Media and Sport annual report 2007. Liverpool: The Stationery Office. Haynes, M. E. (2002). Project Management: Practical Tools for Success. New york: Cengage Learning. Jack R. Meredith, S. J. (2011). Project Management: A Managerial Approach. London: John Wiley & Sons. Jim Highsmith, J. A. (2009). Agile Project Management: Creating Innovative Products. New York: Addison-Wesley. Joan Knutson, I. B. (1991). Project Management: How to Plan and Manage Successful Projects. Chicago: AMACOM Div American Mgmt Assn. Miklos Hajdu, M. H. (1996). Network Scheduling Techniques for Construction Project Management. London: Springer. Pritchard, C. L. (2004). The Project Management Communications Toolkit. Michigan: Artech House. Schwalbe, K. (2010). Information Technology Project Management. New York: Cengage Learning. Appendix Diagram 1: critical path 7 7 3 A B C D7 I E F G 4 7 7 3 Diagram 2 Gantt chart Activity Preceded by Duration (days) May 3rd 2012 May 31st 2012 June 1st –June 30th July 1st -16th M T W T F S S M T W T F S S M T W T F S S M T W T F S Writing of the invitation letters (A) ___ 7 Taking the letters to the university administration for approval and stamping (B) A 7 Sending the letters to various stakeholders (C) B 3 Sourcing for sponsors and negotiation (D) A 7 Receiving of replies and confirmations (E) D 7 Budgeting for confirmed guests and stakeholders (F) E, 7 Approval of the budget by the university administration (G) F,G 3 Start and completion of project/ competition (I) G 4 This represents activities in the critical path Read More