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Problem Set #5
Attached Files:
?RACI Chart – Types of Cost Exercise.docx RACI Chart – Types of Cost Exercise.docx – Alternative Formats (24.276 KB)
RACI Chart ExerciseFor Week 9?you will continue to develop your project documentation by completing a RACI chart based upon the Week 2?Business Case project.?The first part of the exercise will be to fill in the chart provided within the attached RACI Chart template Excel file.?This should be completed for all six (6)?Key Deliverables for six (6)?of the stakeholders you identified in Week 6?exercise.?A generic example of the RACI Chart can be found on page 298?of the Kloppenborg?text (Exhibit 9.5).The second part of the exercise will be to copy and paste the chart into the Word template provided. The chart should be formatted so that all information is legible and shown within the document.?Additional instructions are provided in the Word template.?Then, you will draft an explanation/justification of why you made the selections you did for any one (1) of your Key Deliverables (this includes each of the Activities as well).Submit only the Word template.Types of Cost ExerciseThe instructions for this part of the assignment are contained within the attached exercise template.?
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Week 10 Homework
Review? Discussion: Storytelling and Success Stories?then focus on Moritz?s work on the? OECD Better life index?download the executive summary and the index data.In a one-page summary, note a few particular places around the world and compare and contrast the statistics.? Also, note briefly how this graphic tells the story.?
Ivrea Carnival: Battle of Oranges
(TALLAHASSEE, FL ON JUNE 18TH,2022 AT ELINOR KLAPP-PHIPPS PARK)
Table of Contents
Background: 3
Business Case: 3
Team Operating Principles: 4
Stakeholder Register 4
Communication Plan 4
Project Scope 4
Work Breakdown Structure 4
Risk Register 4
Milestone Schedule 4
RACI Chart 4
Budget 4
Glossary 4
Signatures 4
Background:
The Carnival of Ivrea started in the 12th century between Napoleonic and Medieval periods. The festival marks the killing of the local tyrant Conte Ranieri di Biandrate by Violetta, who was the daughter of the local Miller, and hence the end of the town’s oppression. The festival is celebrated with the throwing of oranges on knights on carts. This tradition also includes a free distribution of beans around the town as beans are considered a major source of food so distributed to poor. This festival was also celebrated to mark the end of French colony in Italy.
We choose Florida as the place for the events for two reasons. The first is to align with
Emancipation Day in Florida, and remind everyone of the end of oppression through slavery. Another major reason we chose Florida is that Florida is one of the largest producers and exporters of oranges in the country. The event location was also chosen due to the pleasant weather and to attract people from various cultures and possibly even countries as Florida is a popular tourist destination. The specific park was chosen due to its park availability and space for the event.
The celebration in Florida will educate people about this festival, and will also celebrate the end of COVID. We will have these knights dressed in COVID virus costumes and people can throw oranges at these people. The event will be a 1-day event with a couple rounds of war to celebrate orange throwing. Since this festival will use oranges, there are risks with human safety, and thus we will be providing additional gear if needed at the event site. We also recommend that wear or carry non-slippery shoes for the main event. There will also be provisions for kids, as well as food and drinks for people to chill and enjoy the day. There will also be a skit/ play, and a band performance at the start and end of the day respectively. The play will tell a small story of the historical events to the people about the festival.
The project will partner with One World, One Community, and will look for sponsorship from Culture Builds Florida, and Visit Tallahassee. We will also partner with local food (like Sonny?s BBQ) and drink joints to promote the event and attract customers.
Business Case:
The Ivrea Carnival will be an orange throwing event that celebrates Italian history of freedom from tyrants and oppression, and celebrates the end of COVID for the people of Florida. The event will take place at Elinor Klapp-Phipps Park?in Tallahassee, Florida on June 18th, 2022. The primary event of throwing oranges is targeted for age groups 16 to 50, but the carnival will have events for the whole family to enjoy including a kids play area, and food and drinks. The event will be held from 10 AM to 6 PM with an expected attendees of 5000 people. The event will cost $125,000 with majority of the investment coming from sponsors, ticket sales, and One World, One Community. The costs include planning, designing, marketing, staff, inventory management, cleaning charges, and event location reservation.
Team Operating Principles:
1. Event team members should follow up on previous meeting agenda and event updates.?
2. Every week, all event team members should meet for an hour.?
3. If event members have any issues, please ask for help from others.?
4. The event team members are responsible to set their own deadlines.?
5. Backup plans should be created for foods and drinks in case of drop out.
6. The event organizer should be responsible for collecting point-to-point updates from team members and gathering information for the next meeting.?
7. Decisions are made by only team leaders on any issues and also the final decision is taken by the event organizer.?
Stakeholder Register
|
|
Stakeholder |
Interest in Project |
Priority |
Support/Mitigation Strategies |
|
1 |
Sales Manager |
Will be responsible for sales strategy and working with advertising teams to promote sales and tickets. |
Internal / Key |
The sales team needs to work with technical team and promotion team to get better knowledge of events. |
|
2 |
Equipment, Oranges, Decorations Suppliers |
The suppliers should provide the key equipment, supplies for the event like oranges, decorations. |
Internal / Key |
The suppliers should work together with finance advisor and event organizer. |
|
3 |
Financial Advisor |
The financial advisor should work with the sales and other vendor, sponsors, and suppliers to ensure project budget can be met and project remains within budget. |
Internal / Key |
The Financial and sale team should work together in success of event. |
|
4 |
Public & Students |
These people will make the event a success (or failure). |
External / Key |
Should be aware of events and eager for event. |
|
5 |
Event sponsors |
They should provide monetary support for the event. |
External / Key |
They need to work with financial advisor. |
|
6 |
Food and Drinks Vendors |
They will be responsible for food and drinks at the event. |
Internal / Key |
Work with event staff and event organizer. |
|
7 |
Event staff |
They will be responsible to run the event; from getting hit with oranges to assisting people around the area. |
Internal / Key |
They need to work with suppliers and organizers. |
|
8 |
Health care centers lead |
Health care should support any injuries or medical issues at the event. |
External / Secondary |
The health care team should work with event organizers. |
|
9 |
Technical Support Manager |
They will be responsible for website creation, advertisement support, and technical events. |
Internal / Key |
They should work with a sales team and promotion team. |
|
10 |
Event Organizer |
They should plan the event and give directions to staff in completion of event. |
Internal / Key |
They need to work with suppliers, financial advisors, vendors, staff, and healthcare. |
Communication Plan
|
Stakeholder |
Project Info Needs |
Stakeholder Info Needs |
Methods |
Timing |
|
|
1 |
Sales manager |
Planning and promotions |
Responsible for Ticket scales and Promotions |
Meetings, Interactions, Through Emails |
Starting 28 March, weekly meetings |
|
2 |
Equipment, Oranges, Decorations Suppliers |
Directions and Authorization to supply oranges and equipment (safety, technical) |
Event requirements |
Meetings, and continuous updates about deliveries |
Monthly updates on changes |
|
3 |
Financial Advisor |
Budgets and fund raising |
Responsible for raising funds from sponsors and investors to support the event to meet the financial goals |
Meeting with Sponsors, investors and focusing on the business goals |
Every week |
|
4 |
Public & Students |
Meeting the students and public expectations |
Students and public to buy the event Tickets |
Through emails |
As per needed to buy ticket, and show up on day of event |
|
5 |
Event Sponsors |
Financial investment |
Event plan and proposal & progress |
Meetings and Interaction |
Monthly |
|
6 |
Food and Drinks Vendors |
Food and drinks at the event |
Number of people to serve |
Meetings and interaction with the investors to update the financial status |
Monthly updates on changes |
|
7 |
Event Staff |
Work to setup best environment for people |
Event plan and details |
Group Meetings and Interactions |
Monthly in first 2 months, and weekly until the event |
|
8 |
Health centers team lead |
Availability and equipment on site of volunteers |
Number of expected people to provide care for |
Meeting, interactions and updating through emails |
Delivery one day before event |
|
9 |
Event Technical Manager |
Providing Technical support |
Responsible for Websites and other technical support |
Meetings |
Weekly |
|
10 |
Event Organizer |
Managing and strategy for the event |
Implementation and overall management of the event |
Meeting |
Weekly |
Project Scope
The main aim of this cultural festival is to integrate the essence of ?Battaglia delle Arance?, an Italian festival. The primary scope of the project is to organize an orange throwing event, including carts, staff members, stalls, etc. Other events, activities. will include live music, lunch, and a live play. The project will be responsible for the construction, assembly of the venue, as well as the cleaning of the venue. The event team will also be responsible to book the location, find additional funds for the event, advertise the event for ticket sales, and publish an event summary video for further promotion. Source of advertising the event will be through Pay-per-click (PPC) advertisements, social media campaigns, Local media, Email marketing, and selling tickets online. We can comfort the last-minute visitors with onsite ticket booths, if still available.
Key Deliverables with acceptance criteria:
|
KEY DELIVERABLES |
ACCEPTANCE CRITERIA |
|
1. Event Location Reservation |
1. Location reserved confirmation for 7 days. |
|
2. Advertise & Fundraise |
2. Sold 5000 tickets online, obtained sponsor funding of $23000, confirmed lunch, food, and drink vendors. |
|
3. Install structures including booths, stalls, stages |
3. Installed the large tents for urgent care, check-in, orange storage. And 4 stalls for food and drinks and stage setup along with the area for the cart to drive. |
|
4. Set up all event space |
4. Decorated the event space and placed the appropriate signs, directions, barricades, routes. Placed the furniture and installed computers and refrigerators. |
|
5. Clean up event space |
5. Removed all the trash including the oranges. Deconstructed the stalls, etc., removed all equipment and units, and decorations. |
|
6. Event summary video |
6. 5-10 minute video of event reviewed by sponsors and One World, One Community. |
Assumptions
Availability of event sponsors.
Inflation remains the same as current.
No shortage of supply of oranges.
No catastrophic weather changes.
People will be up for throwing oranges.
Constraints
Non-proft event
Limited space availability.
Lack of ready sponsorship.
Work Breakdown Structure (with Milestones)
|
WBS with Activities List |
Schedule |
|||
|
0.0 |
Ivrea Carnival: Battle Of Oranges |
Start Date: |
End Date: |
|
|
1.0 |
Event Location Reservation |
03/06 |
03/14 |
|
|
1.1 |
Finalized location with One World (Elinor Klapp Philips Park) |
03/06 |
03/08 |
|
|
1.2 |
Contacted Tallahassee Parks Authority to reserve location |
03/09 |
03/12 |
|
|
1.3 |
Made payment for location and learned about restrictions on the property |
03/14 |
03/14 |
|
|
2.0 |
Advertise & Fundraise |
03/15 |
06/18 |
|
|
2.1 |
Finalized 1 primary and 3 secondary sponsors for the event |
03/15 |
03/28 |
|
|
2.2 |
Set entry fee amount based on sponsor funding (Estimated to be $15/ person) |
03/29 |
03/29 |
|
|
2.3 |
Created website and social media campaigns for the event on Facebook, Instagram, and Twitter |
03/15 |
03/31 |
|
|
2.4 |
Advertised event on 5 billboards, 2 newspapers, 2 radio channels |
04/01 |
06/18 |
|
|
2.5 |
Invited at least 3 vendors for food and 1 vendor for drinks |
04/01 |
05/01 |
|
|
3.0 |
Install structures including booths, stalls, stages |
05/01 |
06/15 |
|
|
3.1 |
Contacted Florida State Parks Authority to set up time to install structures for event |
05/01 |
05/06 |
|
|
3.2 |
Placed 2 porta potty trailers at site for men and women each and showers |
06/15 |
06/15 |
|
|
3.3 |
Setup stage, pathways for carts for orange throwing |
06/15 |
06/15 |
|
|
3.4 |
Set up 2 large tents for safety and urgent care on site |
06/15 |
06/15 |
|
|
3.5 |
Setup 4 stalls for food and drinks |
06/15 |
06/15 |
|
|
3.6 |
Setup 2 booths for check-in, & 1 tent for orange storage and safety gear |
06/15 |
06/15 |
|
|
4.0 |
Set up all event space |
06/16 |
06/17 |
|
|
4.1 |
Put up event decorations |
06/16 |
06/17 |
|
|
4.2 |
Put up directions, stall numbers, mark pathways, place barricades |
06/16 |
06/17 |
|
|
4.3 |
Provided tables, chairs, fans, and other supplies including computers, refrigerator, etc. for the various stalls and booths |
06/16 |
06/17 |
|
|
4.4 |
Store oranges at dedicated tent |
06/17 |
06/17 |
|
|
5.0 |
Clean up event space |
06/18 |
06/21 |
|
|
5.1 |
Removed all trash including oranges from the ground |
06/18 |
06/21 |
|
|
5.2 |
Removed all equipment and decorations |
06/19 |
06/19 |
|
|
5.3 |
Deconstructed and moved out all structures |
06/19 |
06/20 |
|
|
6.0 |
Event summary video |
04/01 |
06/21 |
|
|
6.1 |
Contacted event videographer company |
04/01 |
05/01 |
|
|
6.2 |
Recorded the event with 3 videographers and covered various parts of the event |
06/18 |
06/18 |
|
|
6.3 |
Edited footage from event videos into 5?10-minute summary video |
06/19 |
06/20 |
|
|
6.4 |
Distributed event video to 2 local news channels as well as upload to social media and event website |
06/21 |
06/21 |
1
Risk Register
|
Risk Description |
Impact Statement |
Deliverable |
P |
I |
X |
Risk Response Strategy |
|
|
1? |
Unable to conduct the planned event at the location? |
If we are not able to conduct the event at the location due to unforeseen weather or unavailability, we will run into a risk of the event not happening. This will impact the event overall which might also cause delays in conducting the event or event cancellation.? |
Event Location Reservation? |
3 |
5 |
15 |
To mitigate this risk, we will co-ordinate with the State of Florida 3 months ahead of event?to identify potential alternative location targets like public parks, stadiums etc. that are available around the event planned time which could facilitate us and alternate dates . |
|
2? |
Advertisements not reaching targeted audiences? |
If the targeted group of people don?t get the advertisement, we might not get the perceived number of audiences to participate in the event, which will cause an event failure.?? |
Advertising & Fundraising? |
4 |
4 |
16 |
We will partner with multiple advertising streams such as YouTube, Google ads, Facebook ads etc to promote the event well ahead of time online and create awareness of why this event is happening so we can attract people to participate in the event. We will also be in contact with representatives from different?news channels that could promote the event on their websites as well. ? |
|
3? |
Construction Company Backing off? |
If at the last minute the construction company backs off, we won’t have the necessary tents, booths and stalls which will have an impact on the event being called or postponed ? |
Installation of structures including booths, stalls, stages? ? |
1 |
4 |
4 |
To mitigate this risk, we will speak with multiple construction companies and have an alternative in hand if so this situation arises.? |
|
4? |
Failure of equipment? |
If there is an electrical failure due to a generator issue or any other equipment like a mike etc not working properly we might have delays in starting the event.? |
Setting up event space? |
2 |
5 |
10 |
To mitigate this risk, we will have a second backup generator and also test the equipment before the event starts to make sure everything looks good.? |
|
5? |
People?not disposing trash in the designated areas? |
If people attending the event don?t dispose of the oranges and trash in designated areas, others with citrus allergies that might use the event location after may have health issues which in turn cause legal issues after.? |
Cleaning up event space? |
2? |
5? |
10? |
We will provide all the necessary instructions to the people attending the event and place different signs in all the areas that are intended for trash. Cleaning crew will cover cleaning up to a certain extent in the park as well. |
|
6? |
Video equipment getting damaged? |
If there is an accident where the videographer slips and damages his video camera shooting the event as the surface might be slippery due to orange peels and juices, we run into a risk of not getting the necessary footage.? |
Event summary video? |
1? |
1? |
1? |
The videography company we are hiring will be sending multiple videographers with different cameras (one main camera and multiple lenses per videographer). They can exchange their equipment and continue shooting. We can also ask the audience to provide video footage of the event so we can compile it.? ? |
Milestone Schedule
|
Completion Dates |
Critical dependencies |
|
|
Event Location Reservation |
03/14/2022 |
Event is confirmed with One World, One community |
|
Advertising/Selling tickets |
06/18/2022 |
Finalized location, 1 primary and 3 secondary sponsors for the event. Where the ticket cost can be decided and advertised |
|
Install structures including booths, stalls, stages |
06/15/2022 |
Contact Florida State Parks Authority to set up time to install structures for event |
|
Set up all event space |
06/17/2022 |
All structures are in place for vendors, equipment, decorations to be in place. |
|
Clean up the event space |
06/21/2022 |
Work with vendors to ensure all equipment is clear and structures can be taken down. |
|
Event summary video |
06/21/2022 |
Contact event videographer and make sure summary video was recorded covering various parts of the event. |
RACI Chart
|
Activities |
Sales Manger |
Event Organizer |
Event staff |
Equipment, Oranges, Decorations Suppliers |
Financial Advisor |
Food and Drinks Vendors |
Event Sponsors |
Event Technical Support |
HealthCare Center Lead |
Public & Students |
|
|
0.0 |
Ivrea Carnival Battle of Oranges |
??? |
??? |
??? |
??? |
??? |
?? |
?? |
??? |
??? |
?? |
|
1.0 |
Event Location Reservation?? |
??? |
??? |
??? |
??? |
??? |
?? |
?? |
??? |
??? |
?? |
|
1.1 |
Finalizing the Location?? |
C |
R |
A |
I |
C |
|||||
|
1.2 |
Reserving the location?? |
I |
R |
I |
I |
A |
I |
I |
|||
|
1.3 |
Payment and learned restrictions on the property?? |
R |
I |
A |
C |
||||||
|
2.0 |
Advertise & fundraise?? |
||||||||||
|
2.1 |
Advertising the event on various means?? |
A |
C |
I |
R |
I |
|||||
|
2.2 |
Create website and Social Media Campaigns?? |
A |
C |
I |
R |
I |
|||||
|
2.3 |
Invite at least 3 vendors for food and 1 vendor for drinks?? |
I |
R |
I |
I |
A |
I |
C |
I |
||
|
2.4 |
Finalize 1 primary and 3 secondary sponsors for the event? |
I |
R |
I |
I |
A |
I |
I |
|||
|
2.5 |
Set entry fee ? |
I |
A |
I |
R |
||||||
|
3.0 |
Install structures including Booths, Stalls, Stages?? |
||||||||||
|
3.1 |
Setup stage and areas for carts?? |
A |
R |
C |
I |
I |
|||||
|
3.2 |
Set up stalls for food and drinks?? |
A |
C |
I |
I |
R |
R |
||||
|
3.3 |
Setup for check-in and 1 tent for orange storage and safety gear?? |
A |
R |
I |
I |
R |
|||||
|
3.4 |
Contact Florida state parks Authority to set up structures for the event? |
R |
I |
I |
A |
