Group Assignment

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Monitoring and Controlling

Contract Statement of Work


Project Name: Music academy for children ages 3-16

Contract Name: Bicom, Brian, Nicole, Andreas

Scope of Work:

Fiscal Year 2016 September — 2017 September work will complete preparation of a business plan, obtaining project funding, handling legal issues, developing marketing materials, finding a rental place for the music academic, purchasing/developing curriculum, hiring staff and opening the business in September 2017.

Location of Work:

The selected workers and staff members will perform the required work duties at the music academy location. The workers and staff members will be required to meet at Music Academy’s facility according to their specific duties and whenever there is a weekly status meeting. In addition, all project review will be held at Music Academy facility and attended by all specific vendors and employees. The employer will provide and arrange for meeting spaces within its facility for all required meetings. All music training will conducted at the Music Academy facility.

Period of Performance:The period of performance for Music Academu Project is one year (365 days) beginning on 2nd October 2016 to 2nd October 2017. All work must be scheduled to complete within this timeframe. Any modifications or extensions will be requested through SCG and vendor contracting officers for appraisal and discussion.

Deliverables Schedule:

The below list consists of the initial milestones identified for Project:

RFP/SOW Release

October 2, 2016

Contractors’ Selection Review

November 2 2016

Period of Performance Begins

December 2 2016

Project Review

February 5 2017

Project Implementation Review

April 30 2017

Implementation Complete

June 31, 2017

Project Completion Review

August 25, 2017

Project Closure

October 2 2017

Applicable Standards:

  • Contractors and employees will provide the music academy with all documentation in accordance with the approved project plan

  • Present written status at weekly meeting

Acceptance Criteria:

For the Music Academy project, the acceptance of all deliverables will reside with the academy’s marketing director. The marketing director will maintain a team of two advisors in order to make sure that every phase of the project is completed and the scope of work has been fulfilled. After completing of a certain phase, the contractor will provide his/her report/presentation for review and approval; the marketing director will either sign off on the approval for the next stage to start or reply in writing the tasks that have not yet been fulfilled. After completing all project activities, the project will enter the handoff/closure stage. During this project phase, the contract will provide his/her project closure report and project activity task checklist to the marketing director. The acceptance of this documentation by the marketing director will acknowledge acceptance of all project deliverables and that the contractor has met all assigned activities.

Special Requirements:

All contract team members will submit security forms to the Music Academy for clearance and access badges to the facility. All contractors working on IT of the music academy will be granted access to the academy’s server and all appropriate IT functions. They will also have temporary Music Academy accounts which they will use only for functions pertaining to the project. After completing the project, all these account will be terminated.

Agenda for the meeting

  1. Find a rental space: all team members will search for the available rental places and compare their accessibility and cost and then collaboratively decide on the best offer.

  2. Developing marketing material: During the meeting, budget for marketing materials will be set and then the layout and design of the building will be decided. Brochures and flyers for advertisement will be printed and decided who will do the distribution

  3. Decide on how the curriculum will be developed. Discuss on how representatives from the ministry of education and Australian Institute of Music will be contacted in order to assist in developing the curriculum. It will be decided if the curriculum will consist of beginner, intermediary or advanced music education offers

  4. It will be decided regarding the buying of music facility and equipment. Discussions will focus on how local dealers for music instruments will be contacted and offers assessed.

  5. Discussions regarding best offers of furniture from the local shops will also be discussed and on how decorations will be made

  6. Discussions on how staff will be hired: Contacting of local music instructors, placing advertisements within the local newspaper; holding meetings with potential employees and hiring the best qualified individuals for the positions

Maintaining Project Quality Control

  • Ensure quality: Quality will ensured by assessing the quality of classes and conducting opinion polls to evaluate the opinions, needs, and desires of the pupils, teachers and parents as well. This will ensure that improvement is done on the weak areas and strengths are maintained in regard to areas that show major satisfaction

  • Ensure satisfaction of classes: The estimated demand for classes will be evaluated to find out if the number of staff members is adequate to efficiently and successfully serve pupils. Additionally, estimated demand for every course will be assessed. In case it will be established that demand is higher than the estimated number of pupils or course demand, more staff members will be hired to meet the estimated demand.

  • For the facilities, cleaning staff will be hired to ensure the facility is always clean

  • Maintenance: Professionals with the required expertise to maintain and repair the musical instruments will be hired to ensure that the instruments are always maintained at good quality

Figure 1: Project summary

Group Assignment

Lessons Learned

Each stakeholder had a role to play in the project. Each of the four group members has roles to play that included, company project manager, project-team member, project accountant and project promoter. From this project, I learnt that project management when working in a team requires positive team work. It is very important to manage and share all information and always keep positive for the success of the project. It is also important to ensure that creativity is encouraged and that each team members’ opinion is respected. Some of the key lessons learned included:

  • During this project while working as a team, some of the challenges faced included poor communication. To solve this problem, group members decided that in case of any disagreement with any team members, it would be solved by effective communication. Therefore, a lesson learnt that communication is the key to successful teamwork in any project.

  • Listening actively to other team members is also an important aspect for a successful teamwork. Since effective communication is important in teamwork, good listening skills are thus vital for successful teamwork. In addition, supporting ideas of different team members is also important. This was evident during this project work because taking into consideration of the group’s ideas always indicated that a group member is interested in ideas of other group members and this ensured that everybody was an active team member.

  • Finally, in this project, the major challenge was funding and estimating the project budget. For instance, the initial estimated cost was much different as compared to the final budget cost. Therefore, it is always important to ensure that effective research on all project requirements is done.

Best practices that helped in this project

Some of the key best practices that were helpful in this project included:

  • Planning: Planning in this project covered the project objectives, the project scope as well as the risks and assumptions involved in the entire project. Time spent properly in planning the project results in lowered costs as well as improved quality over the life of the project.

  • Creating realistic project plans: This ensured that the projected project goals were achieved with minimal problems and also there were no frustrations for failing to meet the project goals

  • Estimating time and effort: This was very important because throughout the project I was able to plan time and schedule my efforts and activities according to the available time. This ensured that all the project activities were done in accordance with the projected timeline.

  • Keeping the work organized and ensuring that all team members were informed of my ideas as well as updating them regarding the progress of my activities. In addition, I discovered that the ability to navigate through all project positives and challenges with the same effort and ease was of great importance. As Jason et al (2014) explains, a good project manager and project team member should have excellent technical expertise as well as good emotional intelligence as this is important in ensuring that an i9ndividual is able to handle the project effectively in spite of problems or challenges that one may encounter throughout the project

  • Frequent Check ins: Regular check ins between set project deadlines was very helpful. This involved examining all upcoming documents or deliveries and sharing with team members regarding what each aspect will involve. Any changing deliverable was noted and adjusted appropriately. In addition, helpful feedback made the end deliverable stronger.