Entertainment and Convention Center

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Project Plan Proposal
Subject Lecturer: Jo-Anne Clark
Entertainment and Convention Center
Team Authors:
Member Name
Report Component Roles

Duke (Yankun Jiang) 13355953 VJ(Zhichao Huang) 13508966
Project Manager & WBS via Rational Plan

Ziyi Hu 13153908 Menghao Gao 12893288
Design Manager & Price/Time Procurement
Yan sun 13507854 Duke (Yankun Jiang) 13355953
Communications Manager
Executive Summary
This report conducts project tender plan for Entertainment and Convention Center in Koala City. Koala city will develop entertainment and convention center aiming to provide people more opportunities to attend outdoor activities to make local residents and visitors to enjoy their daily life. During this process, the requirement of construction of this new infrastructure is consistent with Koala City Plan that aiming to minimize the negative influences to existing natural environment and facilities.
The basic requirement of this project plan is clarified to make the new buildings and landscaping to establish the close connection with existing grounds in order to minimize the influence to natural environment. Furthermore, the stakeholders including city council, operation manager, material supplier and project team workers that are cooperating with each other to provide financial, physical and human resources for completion of project plan. Also the scope of project will include achieving functionality, innovation, connection, integration with current grounds, low maintenance and environmental-friendly.
Then the staging and description of deliverable materials are shown in the following section. The preparation, analysis, execution and completion stage will be included in the whole staging of deliverable. Moreover, the materials of deliverable could be helpful to support the construction of internal buildings, landscaping like green trees, garden beds, outdoor entertainment facilities and bench seating.
Furthermore, the deliverable resource allocation process will be clarified through using WBS and Gantt Chart methods to help involved persons to be able to understand their task items in the project. Also the budget and costs will be illustrated in the following section to make stakeholders to have deeper understanding of budget details. Then the related risks will include wet weather ,delayed work progress and conflict among stakeholders, which are developed to prepare related risk treatment plan to help reduce or avoid these risks.
In addition, the related analysis of organization capacity, project contract, SIPOC model, finalization procedure and kick-off meeting agenda will be illustrated in the following report to help project users to improve their satisfaction level in the future.
Table of Contents
Executive Summary ………………………………………………………………………………………3
1.0 Project Introduction…………………………………………………………………………………..5
1.1 Project Purpose ………………………………………………………………………………………..5
1.2 Project Background……………………………………………………………………………………5
1.3 Team Approach to the Report ……………………………………………………………………..6
2.0 Stakeholder Analysis………………………………………………………………………………….7
3.0 Scope ………………………………………………………………………………………………………8
3.1 Scope Definition………………………………………………………………………………………..9
4.0 Deliverable………………………………………………………………………………………………10
4.1 Staging of Deliverable ………………………………………………………………………………10
4.2 Description of Deliverables………………………………………………………………………..11
5.0 Work Breakdown Structure & Gantt Chart……………………………………………………12
6.0 Project Costs and Budget …………………………………………………………………………..13
7.0 Project Risks…………………………………………………………………………………………….14
8.0 Type of Project Contract…………………………………………………………………………….15
9.0 Organization Capacity……………………………………………………………………………….15
10.0 Contracted Activities……………………………………………………………………………….16
11.0 Criteria for Supplier…………………………………………………………………………………17
12.0 SIPOC for Project ………………………………………………………………………………17
13.0 Finalization …………………………………………………………………………………………..17
14.0 Reference ……………………………………………………………………………………………..18
15.0 Appendix………………………………………………………………………………………………19
Appendix A. Full Design Plans……………………………………………………………………….19
Appendix B. Stakeholder Analysis ………………………………………………………………….20
Appendix C. WBS Structure …………………………………………………………………………..21
Appendix D. Gantt Chart ……………………………………………………………………………….22
Appendix E. Cost Baseline ……………………………………………………………………………..23
Appendix F. Budget Plan ………………………………………………………………………………..24
Appendix G. Agenda of Kick-off Meeting ………………………………………………………..25
Appendix H. Project Network Diagram ………………………………………………………..26
1.0 Project Introduction
1.1 Project Purpose
Koala City, as the valuable capital of Northern Australia, is recognized as a space where provides suitable living environment and good opportunity for people to enjoy the good lifestyle. With emerging need of high quality and natural lifestyle among people, they are eager to escape themselves from busy city life to explore entertainment in this process. Therefore, Koala city will develop entertainment and convention center aiming to provide people more opportunities to attend outdoor activities to make local residents and visitors to enjoy their daily life. During this process, the requirement of construction of this new infrastructure is consistent with Koala City Plan that aiming to minimize the negative influences to existing natural environment and facilities. Moreover, the creation of outdoor entertainment facilities should have close connection to existing grounds and facilities.
The new entertainment and convention center construction project has a budget of $3.2 million for an area of 2500m². The budget could ensure the provision of durable construction materials, excellence in design style and standards, high quality, innovation and functionality.
1.2 Project Background
Koala City, as the fourth largest city in Northern Queensland, has been grown to become to current well-known tourism attraction that having attracted a wide range of tourists all over the world. Also the Koala City could be considered as the essential tourist attraction that connecting with Brisbane city and Great Barrier Reef. Therefore, it has increasing demand of comprehensive facilities and services to meet tourists’ needs when they stay in this city. In line with the strong growth of city and increasing demand of service provision, Koala City Council therefore called for a submission of tender to revitalize the current buildings and facilities through adding more services like developing new entertainment and convention center to reduce the current facility pressure. So a comprehensive and environmental-friendly entertainment center is required to be built to relieve the increasing demand of leisure equipment and facilities in Koala City.
1.3 Team Approach to the Report
The project team aims to utilize this project plan to clarify every team members’ roles and duties. Firstly, it is necessary to understand the project purpose and the space to be constructed of new entertainment center. Then the design of entertainment center was produced using 3D drafting software to show the layout and space of infrastructure. So the further project design plan will be consistent with project purpose, objectives and requirements to ensure its functionality and design standards. Majority of construction materials will be required to avoid the negative influence to local environment and existing facilities.
(See Appendix A. Full Design Plans)
Figure 1. View into the new entertainment center with green landscaping and outdoor facilities to make people relax and gather together to enjoy leisure time
From this design plan, the related construction deliverables including indoor and ourdoor construction will be developed with estimated pricing in the following section (See 4.0, Description of Major Construction Deliverables). then the job arrangement and timeline will also be sequenced and scheduled to show in the following report.
2.0 Stakeholder Analysis
The stakeholder could play a dominant role in achieving success of project as they will help to clarify the budget, time schedule, material quantities, management, site inspection and communication in the whole project process.
A dominant criteria for project success is the involvement of stakeholder to ensure the operation through managing budgets, scheduling, site inspection, construction, and finishing work (Amoatey, 2017). As main stakeholder in the project, city council will be responsible for project scope and details. They should maintain the balance of natural environment and infrastructure construction (See Appendix B).
The other stakeholder is material suppliers for infrastructure. During this process, the communication channels would be essential to ensure all the stages will be completed according to the project plan (Campbell, 2009). The communication process should be effective and positive (Jha, 2010).
The internal stakeholders of project is construction manager and team members. The project site operator should ensure the buildings and areas will be integrated with existing environment to maintain the sustainable development of local environment (Santamouris, 2013).
3.0 Scope
Project Location
Koala City Project Plan, Townswile, Northern Australia in Queensland State
Project Name
Establishment of Infrastructure and Area in Natural Environment
Project Area
Convention CenterStadiumEntertainment AreaCBD 
Latest Start Date
30th August, 2017
Completion Date
30th August, 2018
Project Duration
One year (365 days)
Koala City New Entertainment Center
Proposed entertainment complex and landscaping area
Landscaping
Outdoor Facility
Main Building
Figure 2. The 4500m² area with building, outdoor facility and landscaping within total project area.
3.1 Scope Definition
Tender Objectives
Functionality
Innovation
Outdoor facilities
Connectivity
Environmental-friendly
Integration with existing building and grounds
The proposal request calls for:
The new landscaping will be established to reduce influence to external environment
The outdoor entertainment facilities will be provided to make visitors to enjoy leisure time
Bench seating and shade throughout the space
The design should be functional to make local residents and visitors to enjoy their leisure time through staying in the space
Reducing negative influence to local environment
Outdoor garden will be set to facilitate a quiet and relaxing environment for people
The new entertainment and convention center will be equipped with comprehensive facilities like convention room, swimming pool, outdoor garden, landscaping and outdoor entertainment area. Also the grounds will be composed of bench seating, shade and green planting across the whole space. Also because Koala City is located in the tropical region, which could be characterized with natural and tropical plantings. These new plantings will be utilized to constitute the external layout of entertainment center. Then the outdoor garden and entertainment area will be arranged to located along the green plantings with bench seating provide resting area for people. Also the tree shade across the garden and entertainment area could be achieved as there will arrange large tropical plantings in this space. In terms of internal buildings, the convention room and swimming pool will be located in the building. And the decoration of surface on the building will be minimal to reduce influence to existing environment. The construction material such as walls will used recycled concrete material to make the operation to be environmental-friendly.
4.0 Deliverable
4.1 Staging of Deliverable
The preparation, analysis, operation and closing stage of project deliverable will be shown in the following table for involved persons to be able to clarify the task item in the whole project process.

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Planning Stage
Analysis Stage
Execution Stage
Closing Stage
Day 1-Day 10
Planning and design including building and landscaping design

Day 11
Allocate design plans for involved persons

Day 12

Sign off the orders to prepare the operation of design plan; The resources will be delivered to the building plan. The resources will include outdoor entertainment facilities, green trees, benched seating, sand, soil and electronic components.

Day 15

Prepare for materials and equipment to be set up

Day 17

Deliver and place these tropical plating

Day 20

Deliver the construction materials

Day 24

Start to prepare layout work

Day 26

Build the pathway, garden beds and seating

Day 28

Set up the outdoor entertainment facility

Day 31

Delivery and installation of lighting and electronic equipment

Day 34

Delivery internal building materials, electronic equipment and concret material

Day 37

Build the internal building of swimming pool

Day 67

Decorate the convention room

Day 97

Prepare hand-over process
4.2 Description of Deliverables
·Site construction plan with approvals
·Green planting, grass and garden beds
·Soil and Sand
·Outdoor entertainment facilities
·Bench seating and stone
·The resources will be delivered to the building plan. The resources will include outdoor entertainment facilities, green trees, benched seating, sand, soil and electronic components.
·In order to ensure the whole design could be environmental-friendly, the recycled construction materials will be used
·In order to ensure the whole design could be environmental-friendly, the recycled water system and electronic system will be used
·In order to save resource usage, the solar system on the building bottom will be utilized to help produce electricity for internal buildings to use.
·The tropical plantings will be filled along the pathways in the green garden
5.0 Work Breakdown Structure & Gantt Chart
A detailed WBS will be attached in Appendix C. Also Gantt Chart will show the detailed project schedule with projected dates for each task item from start data to completion date (Appendix D). Then the allocated resources will also be shown in the Appendix D.
6.0 Project Costs and Budget
The final cost and budget plan are illustrated in Appendix E and F in the following section. And the final budget for the entertainment and convention center project is $. This will include construction, maintenance and management fees.
7.0 Project Risks
In this section, the three major risks in the project plan are identified in the following table. Furthermore, the level of risk consequence and potential impact are also illustrated in the following section.
Table 1. Risk Matrix
Risk
Damage
Category
Potential Cause
Response
Responsible Person
Probability
Conflict among Stakeholders
Reducing work efficiency of whole team
Schedule risk
Lack of communication between them
Have discussion group once a week
Operator
Moderate
Weather condition
Construction delay
Schedule risk
Tropical region would have rainy weather
Alternate order of operations
Contractor
Moderate
Delayed work progress
Delay the opening time
Final risk
Lack of human resource
Employ more part-time workers
Operator and client
Moderate
Table 2. Project Risk Factor
RISK FACTOR
CONSEQUENCE
LIKELIHOOD
IMPACT POTENTIAL
MITIGATION
Conflict among Stakeholders
Medium
Medium
High
Minimize
Weather condition
Medium
Medium
High
Minimize
Delayed work progress
Medium
Medium
Medium
Minimize
In the project process, the first project measure success is efficiency of construction plan. This would be likely to have risk of delayed work progress, limited human resource and weather condition. All these three risks could be able to influence the efficiency of construction plan. Also, the second project measure success is influence of construction to external natural environment. This could be likely to bring risks like limited budget for construction material, limited support from stakeholders and limited management of worker operation. All these risks could be able to pose threat to existing environment if there does not have practice standards for operation.
Then in terms of delayed work progress risk, the contingency plan is to use avoidance strategy to enforce the operator’s management to make them be responsible for monitoring and managing workers’ performance to make the timeline of work progress to be consistent with deadline for each task item.
8.0 Type of Project Contract
Time and material contract will be used as project contract in this section. As the budget plan and WBS plan have clarified the required resources, materials and timeline for completing each task item in the project plan. So this could be suitable to utilize the time and material contract to make it easier to reach agreement among operator, clients and stakeholders.
9.0 Organization Capacity
The organization capacity to undertake the project could be determined by their capacity of overcoming various constraints in the project plan process (Rezania & Ouedraogo, 2014). There will include several constraints in entertainment and convention center project including time, budget and quality constraints. In terms of time constraints, as the wet season could influence the capacity of organization to complete the project before the agreed deadline. Then the project team would be able to improve work efficiency before the wet weather to avoid the delayed work progress. Moreover, the team project will monitor the work progress of every sub project to make them to be completed on time. Also project team has government to support them to provide enough funds ensure the resources and materials could be provided for project. Moreover, the project team has established the long-term cooperation with some suppliers that having capacity to provide high quality and recycled construction materials to follow the practice standards. Moreover, the skilled labor in the project team would be qualified to help complete the project plan smoothly.
10.0 Contracted Activities
The activities will include construction plan for internal building of new entertainment and convention center like swimming pool and convention room. Also there will include outdoor entertainment facilities, green garden, bench seating and green plantings. The construction materials will be provided by project team’s long-term cooperated supplier to ensure the high quality and standard facility and equipment to be completed.
11.0 Criteria for Supplier
As the objective of new entertainment and convention center project is to ensure all the buildings and facilities are constructed to maintain high quality, environmental-friendly, functional, innovative and integrated infrastructure in the operation process. So the suppliers who are responsible for providing construction material should be able to ensure that they could provide construction material that is consistent with requirements of project team. Also the construction material and facilities should ensure to have low maintenance to save maintenance costs for future use. In terms of supplier who is responsible for providing green grass and planting to be equipped along the building, they will be required to ensure the quality of plantings to provide shade for people who stay in this space.
12.0 SIPOC Model for Project
Suppliers
Inputs
Processes
Outputs
Customers
-Construction Material supplier -Outdoor entertainment facility supplier -Planting and Grass supplier -Internal building decoration designer -Internal building equipment supplier -electronic and lighting provider
The resources will include outdoor entertainment facilities, green trees, benched seating, sand, soil and electronic components.
-Prepare for materials and equipment to be set up -Deliver and place these tropical plating -Deliver the construction materials Start to prepare layout work -Build the pathway, garden beds and seating -Set up the outdoor entertainment facility -Delivery and installation of lighting and electronic equipment -Delivery internal building materials, electronic equipment and concret material -Build the internal building of swimming pool -Decorate the convention room
-Establishment of internal buildings -Establishment of outdoor entertainment facilities -Establishment of green garden bed -Establishment of bench seating -Establishment of pathways
Entertainment and convention users
13.0 Finalization
After finishing the project plan, the related close-up report for project will be conducted to help project team to obtain feedback from their clients. Then the related suggestions will be provided to help them review the result of this project to identify more improvements for their future use. Moreover, the project team will also be responsible for allocating labor to be responsible for providing ongoing support for project like maintaining its formal operation through having site inspection for the specific time period. Then this could be beneficial for clients to effectively use project deliverables in the future.
14.0 Reference
Amoatey, C. (2017). Critical success factors for local government project stakeholder management. Built Environment Project and Asset Management, 7(2), 143.
Campbell, G. M. (2009). Communications skills for project managers (1st;1; ed.). New York: AMACOM.
Jha, S. (2010). The project manager’s communication toolkit (1st ed.). Boca Raton, FL: CRC Press, Taylor & Francis.
Rezania, D., & Ouedraogo, N. (2014). Organization development through ad hoc problem solving: A case of knowledge transfer capacity development in an ERP implementation project. International Journal of Managing Projects in Business, 7(1), 23.
Santamouris, M. 1. (2013). Environmental design of urban buildings: An integrated approach. Sterling, VA;London;: Earthscan. doi:10.4324/9781849771160
15.0 Appendix
Appendix A. Full Design Plans
Figure 2. Layout of entertainment center
The layout and design of the whole building will be equipped with green garden beds with bench seating to establish the connection between the existing grounds with new buildings. Also the bench seating will be situated near the seaside to make people enjoy their leisure time and gather together.
The whole entertainment center space is about 130 metres long and 40 metres wide. The outdoor entertainment area is extended to have close connection with new buildings to present the uniform design style. Also the green garden beds and tropical plantings are considered as the landscaping in the project to provide resting area for people to provide quite and relaxing environment for them.
Furthermore, qualities are based on innovation conception to provide the design of green garden beds and outdoor entertainment area to make the whole space to be connective creatively. Also the design of this area is based on low maintenance standard to save more further maintenance costs for clients. Therefore, through integrating with new buildings, open grounds, outdoor entertainment area and green garden beds, the people could enjoy the comprehensive and functional space to meet their various needs.
Figure 3. Green Garden Beds and Bench Seating for People to Enjoy the Peaceful Environment
One of main function of this space is to provide a area for people to escape from noisy environment. Then this outdoor ground is designed to corporate with green garden beds and tropical planting along the path of this space. Then people could enjoy the shade through sitting on the bench seating. As the entertainment and convention center could have a lot of visitors to attend entertainment activities or meeting activities. During their resting time, the tropical trees with large shade would be able to be shown in this space without the seasonal variations, change in the shape and height.
Appendix B. Stakeholder Analysis
Date: 23/9/2017
Project Name: New Entertainment and Convention Center Project
Stakeholder
city council

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material suppliers

Business sponsor

construction manager

Project team staff
Role on Project

Project champion/sponsor

Project material provider

Project sponsor

Managing operation of project

Performing work tasks allocated from manager
Level of interest
High. Co-Funding project
High Support operation of project
High Co-Funding project
High Ensuring formal operation of project
High Ensuring the work progress of project plan
Level of Influence
Very high Funding project
High Support operation of project
High Funding project
High
Medium
Suggestions on managing the relationship
Enforcing communication between other stakeholders and provide beneficial policy for construction of project
Ensuring the work progress to do not influence st-up of construction
Enforcing communication between other stakeholders
Having discussion meeting with basic team project workers to inspire their work performance
Providing report and feedback to operation manager to obtain the suggestions for new changes in the project
Appendix C. WBS Structure
Appendix D. Gantt Chart
Appendix E. Cost Baseline
Weekly Costs
Week 1
$9,600.00
Week 2
$10,280.00
Week 3
$45,000.00
Week 4
$101,060.00
Week 5
$400,275.00
Week 6
$501,075.00
Week 7
$700,139.00
Week 8
$802,319.00
Week 9
$825,359.00
Week 10
$830,689.00
Week 11
$830,689.00
Week 12
$830,689.00
Baseline Costs
Week 1
$9,600.00
Week 2
$10,280.00
Week 3
$45,000.00
Week 4
$101,060.00
Week 5
$400,275.00
Week 6
$501,075.00
Week 7
$700,139.00
Week 8
$802,319.00
Week 9
$825,359.00
Week 10
$830,689.00
Week 11
$830,689.00
Week 12
$830,689.00
Appendix F. Budget Plan
Management
94d
28/09/2017 10:00
1,416h
$168,000.00
Project Manager
94d
28/09/2017 10:00
1,416h
$74,960.00
Accountant
94d
28/09/2017 10:00
1,416h
$66,640.00
Supervisor
94d
28/09/2017 10:00
1,416h
$37,200.00

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Task
Days
Start
End
Cost
Planning and design including building and landscaping design
3d
28/09/2017 8:00
31/09/2017 17:00
$12,480.00
Allocate design plans for involved persons
3d
28/09/2017 8:00
31/09/2017 17:00
$0.00
Supplier Orders
3d
28/09/2017 8:00
31/09/2017 17:00
$0.00
Site Inductions
3d
28/09/2017 8:00
31/09/2017 17:00
$3,400.00
Site Setup
3d
28/09/2017 8:00
31/09/2017 17:00
$1,400.00
Green plating
3d
28/10/2017 8:00
31/10/2017 17:00
$36,740.00
Green garden beds
3d
28/09/2017 8:00
31/09/2017 17:00
$53,480.00
Green grass
3d
28/10/2017 8:00
31/10/2017 17:00
$12,360.00
Walls of building
30d
28/09/2017 8:00
31/12/2017 17:00
$15,300.00
Electrical equipment
3d
28/10/2017 8:00
31/10/2017 17:00
$2,720.00
Forming, block-work and Concreting
30d
28/09/2017 8:00
31/12/2017 17:00
$233,695.00
Electrical lighting
3d
28/10/2017 8:00
31/10/2017 17:00
$17,850.00
Sand and soil
4d
28/10/2017 8:00
1/11/2017 17:00
$138,360.00
Delivery of sand and soil
1d
1/11/2017 17:00
2/11/2017 17:00
$7,500.00
Delivery of planting
1d
1/11/2017 17:00
2/11/2017 17:00
$130,930.00
Stones for pathways
6d
1/11/2017 17:00
7/11/2017 17:00
$10,870.00
Stone delivery
1d
1/11/2017 17:00
2/11/2017 17:00
$55,864.00
Outdoor entertainment facility
4d
1/11/2017 17:00
5/11/2017 17:00
$63,440.00
Delivery of facility
1d
1/11/2017 17:00
2/11/2017 17:00
$3,330.00
Internal building decoration
30d
28/09/2017 8:00
31/12/2017 17:00
$12,970.00
Clean Up
10d
1/11/2017 17:00
11/11/2017 17:00
$7,400.00
Hand Over
1d
1/11/2017 17:00
2/11/2017 17:00
$0.00

$838,689.00
Labour
77200.00

15% loading on labour
11580

2% margin
$16,773.78

$867,042.78

10% reserve
$86,704.28

Management
$188,800.00

Total
$3,176,478.84
Appendix G. Agenda of Kick-off Meeting
Meeting Agenda
Location
Koala City Council Meeting Room
Time
10 A.M. 28/05/2018
Purpose
Understand stakeholders’ desires through discussion meeting
Agenda Details
10 am-10:30 am
Explain the importance of project
10:30 am-11:00 am
The client describes their requirement of budget
11:30 am-12:30 am
Clarification of project goal
12:30 am- 1:00 pm
Explain current status of project
1:00 pm- 1:40 pm
Ask questions and provide feedback
1:40 pm -2:40 pm
Project manager authorize the new changes in the project
2:40 pm -3:30 pm
Allocate the new task items for individual in the project
Appendix H. Project Network Diagram

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