Project MasterChef M1289. Project Charter

Transcription

1 Project MasterChef M1289 Project Charter Status Final Date 21 June 2012 Author Alison Roberts 1

2 Table of Contents 1. INTRODUCTION Project Background Project Scope Statement Project Objectives and Success Criteria Level Project Scope Project Methodology and Approach PROJECT ORGANISATION Project Structure Stakeholder Information PROJECT HIGH LEVEL RISKS Rating scales and categories level risk matrix SUMMARY SCHEDULE SUMMARY BUDGET HIGH LEVEL QUALITY REQUIREMENTS HIGH LEVEL PROCUREMENT REQUIREMENTS PERFORMANCE REPORTS AND PROCESSES Performance monitoring and control processes Post Implementation Review processes Proforma Performance Reports INTEGRATED CHANGE PROCESS Change control process Change control form DOCUMENT QUALITY CONTROL Version Control Approvers Reviewers Definitions

3 1. INTRODUCTION 1.1. Project Background MasterChef is a television program originally shown in Britain. It is a reality program where amateur cooks face a series of cooking challenges and are eliminated along the way. Channel Ten has purchased the rights to produce of an Australian version of the program. It is expected this program will generate significant advertising revenue as it has in Britain Project Scope Statement Project Objectives and Success Criteria The production will generate 6 episodes per week for ten weeks ready for screening starting on 06 May The program will attract an audience of 8 million per week. At least two of the episodes per week will be in the top ten television programs for that week according to AC Nielsen ratings. The program will attract $1 million in advertising revenue per week. The program will attract $5 million in sponsorship fees in total. The program will attract $2 million in product placement Level Project Scope In scope Partnership with a production house most likely Freemantle production Selection and renovation of a suitable venue for the filmimg Fitout of venue with cooking facilities for 50 cooks with multiple configurations Fitout of venue for a restaurant, adminstration and filming areas Sourcing and contracting sponsorship and product placement Selection and contracting of three hosts Storyboarding and episode planning Selection of 50 amateur cooks to participate in the show from Sydney, Melbourne and Brisbane only Accomodation for 50 contestants in Sydney hotels for the first 4 weeks Accomodation and supplies for 25 cooks in Sydney in a scenic location for 6 weeks Sourcing and installation of state of art kitchen equipment some through product placement agreements quality consumables some through product placement agreements 20 guest chefs to appear on 20 different episodes 4 world class chefs to appear on 4 different episodes Excursion to New York including all travel arrangement for 3 hosts, film crew and 4 contestants for 4 days in June. Filming 6 episodes, for 10 weeks 2 episodes of 1 hour duration, 2 episodes of ½ hour duration and 2 episodes of 1 ½ hour duration. Post production including editing. 3

4 Out of scope Creation and maintenance of the MasterChef website this will be a separate project Booking advertising this will fall under business as usual for Sales and Marketing Publications such as cookbooks from the hosts or the contestants MasterChef merchandise this will fall under business as usual for Sales and Marketing Arranging publicity this will fall under business as usual for Sales and Marketing Holding auditons for contenstants in cities other than Sydney, Melbourne and Brisbane. Assumptions The main assumptions are: Four world class chefs can be found to participate in the timeframes required and will be free of charge. A suitable venue can be found and is available in Sydney for the period required. Suitable living arrangements can be found for the contestants. Freemantle productions can be contracted to perform production. Sponsorship and product placement fees of $7 million can be obtained. Constraints The main constraints are: The first episode must be ready to air by 6 th May Only $500,000 is allocated to equipment and $500,000 to travel, additional expenses in these two areas will be paid for by sponsorship and product placement. The celebrity chefs that are available to participate (and free of charge) Project Methodology and Approach This project will use Channel Tems project methodology which is available on the Channel Ten intranet. The phases and deliverables are: Pre production phase Deliverables: Project plan Venue Installed equipment in venue Episode plans and schedules Contract for production with Freemantle productions Sponsorship contracts Product placement contracts Staffing the production including 3 hosts 20 guest chefs and 4 world class chefs booked Contestant selection phase Deliverables: 50 contestant to participate from Sydney, Melbourne and Brisbane. Accomodation and supplies for 50 contestants in Sydney hotels 4

5 Filming first 6 weeks phase Deliverables: Food and drink for cooking purposes 6 episodes for each week 16 guest chef appearances Filming last four weeks phase Deliverables: Accomodation and supplies for 25 contestants in the one location in Sydney 4 episodes filmed for each week with the last episode two hours. 4 guest chef appearances and 4 world class chef appearances. Excursion to New York two of the episodes Post production Deliverables: Editing of episodes 2. PROJECT ORGANISATION 2.1. Project Structure The project will consist of the following staff based on most likely estimates. The worst case scenario would required an additional 5 staff members from Freemantle prodcutions and 5 from Channel Ten. Production team from Freemantle productions: 23 staff members including 10 cameramen, 4 editors, 1 location manager, 1 producer, one editor, two makeup artists, 1 continuity manager, 2 project managers and 2 assistants. Production team from Channel Ten: 18 staff members including 2 editors, 3 cameramen, one project manager, 2 first aid officers and 5 project asssistants. Channel Ten Marketing and Sales: three marketing and sales officers. Channel Ten Human Resources: two Human Resource Managers. The following diagram shows the project structure and governance. 5

6 2.2. Stakeholder Information The major stakeholders and their authority and influence on this project is shown below. Name Title Authority Influence Fred Blogg Channel Ten Director of Entertainment ultimately responsible for all decisions regarding the program very interested in project Geni Smith Marketing Manger Channel Ten authority for sponsorship will cause costs to be covered by sponsorship fees TBA position not filled Project Manager Freemantle Productions Low contracted to perform work will be responsible for the outcome of the project Ian Johnson Project Manager Channel Ten Low contracted to perform work will be responsible for the outcome of the project Jane Brown Human Resources Manager Channel Ten for recruitment and selection in the area of recruitment or selection 6

7 3. PROJECT HIGH LEVEL RISKS 3.1. Rating scales and categories Likelihood Title Rating Description Very Low 1 ly unlikely to occur; however, still needs to be monitored as certain circumstances could result in this risk becoming more likely to occur during the project Low 2 Unlikely to occur, based on current information, as the circumstances likely to trigger the risk are also unlikely to occur Medium 3 Likely to occur as it is clear that the risk will probably eventuate 4 Very likely to occur, based on the circumstances of the project Very 5 ly likely to occur as the circumstances which will cause this risk to eventuate are also very likely to be created Impact Title Rating Description Very Low 1 Insignificant impact on the project. It is not possible to measure the impact on the project as it is minimal Low 2 Minor impact on the project, e.g. < 5% deviation in scope, scheduled end-date or project budget Medium 3 Measurable impact on the project, e.g. 5-10% deviation in scope, scheduled end-date or project budget 4 Significant impact on the project, e.g % deviation in scope, scheduled end-date or project budget Very 5 Major impact on the project, e.g. >25% deviation in scope, scheduled enddate or project budget Risk Matrix: Likelihood X Impact = Overall Level/Rating LIKELIHOOD Very Low Low Medium Very IMPACT Very Low 1 Very Low 1 Low 2 Low 3 Low 4 Medium 5 Low 2 Low 2 Low 4 Medium 6 Medium 8 10 Medium 3 Low 3 Medium Very 15 4 Low Medium Very Very 7

8 Very 5 Medium 5 10 Very 15 Very 20 Very 25 Overall Level/Rating 0 1 = Very Low 2 4 = Low 5 8 = Medium 9 14 = = Very Categories The risk categories are: Financial Marketing and Sales Resourcing Technical Legal 3.2. level risk matrix Below are the top 5 risks: Risk No. Category Risk Description Likelihood Impact 1 Financial Sponsorship and product placement deals do not cover the required costs of $7 million 2 Resourcing 4 world class chefs cannot be obtained free of charge for guest appearances 3 Resourcing Freemantle Productions cannot be contracted to perform the production side of the project Medium Medium Medium Very Very 4 Resourcing Suitable venue cannot be found for production 5 Legal Legal issues with the contract from Britain cannot be resolved in time Very 4. SUMMARY SCHEDULE Phase or Milestone Preferred completion date Dependencies Pre production phase 23 January 2012 Contracting of Freemantle productions. 8

9 Phase or Milestone Preferred completion date Dependencies Contestant selection phase 02 February 2012 Building contractors to complete venue for filming. Accomodation sourced for contestants. Filming first 6 weeks phase 03 April 2012 Identification of 16 guest chefs who will appear free of charge. Filming last four weeks phase 01 May 2012 Identification of 4 guest chefs and 4 world class chefs who will appear free of charge Post production 04 May 2012 None 5. SUMMARY BUDGET Category of Cost Best Estimate Worst Estimate Most Likely Freemantle Productions $1.5 million $4.5 million $3 million Channel Ten Resourcing $250,00 $750,000 $500,000 Venue and fitout $1.1 million $3.3 million $2.2 million Miscellaneous $150,000 $450,000 $300,000 Indirect Costs 20% $600,000 $1.8 million $1.2 million Contingency 20% $720,000 $2.16 million $1.44 million TOTAL $4.32 million $12.96 million $8.64 million Note: Indirect costs are based on 20% of other costs. Contingency is 20% of other costs + indirect costs. Assumptions of sponsorship and product placement fees apply. Refer to Assumptions. 6. HIGH LEVEL QUALITY REQUIREMENTS Quality requirements are shown below for the 5 major deliverables: Deliverable Level Quality Requirements Level Quality Assurance Level Quality Control 9

10 Deliverable Level Quality Requirements Level Quality Assurance Level Quality Control Project Plan Must conform to Channel Tens project management methodology As the project plan is written by the Channel Ten Project Manager and the Project Management Office checks (for conformance to the Channel Ten methodology) and the Project Assistant will review at regular intervals for content. The project plan will be signed off by the Director of Entertainment and the Freemantle Productions Project Manager. Venue Must be be able to house 50 cooking stations, a restaurant, administration offices and filming area. The locations manager will inspect all properties using a pre-agreed checklist and make a recommendation. Channel Ten Project Manager will inpect the recommended property using the checklist to confirm selection. Be in Sydney close to the City. On the outside must be in good condition. 4 world class chefs Must run a current four or five star restaurant preferably Michelin starred. Have a high profile in the media. Will not require a fee for appearance. Shortlist to be put together by industry expert and reviewed by Channel Ten Project Manager. Once selection of potential chefs and confirmation of availability has been completed the Director of Entertainment will approve or reject choice. Accomodation and supplies for 25 contestants in the one location Must provide executive residential accomodation for 25 people in at least 13 bedrooms. Be in Sydney with harbour views. The Locations Manager will inspect all properties using a pre-agreed checklist. When one property is recommended by the Location Manager the Channel Ten Project Manager will inpect using the checklist to confirm selection. Must be rented for three months. 10

11 Deliverable Level Quality Requirements Level Quality Assurance Level Quality Control Sponsorship contracts Must be for at least $50,000 per contract Must use the standard Channel Ten agreement for Sponsorship Marketing and Sales to perform initial negotiations. Legal department to review and provide final sign off. Must follow the code of conduct for sponsorship Must not be a sponsor with ethical issues or on the Channel Ten banned list 7. HIGH LEVEL PROCUREMENT REQUIREMENTS The major procurements items for this project are shown below. Procurement Item Venue Consumables food and drink Production Company Procurement Standards or Procedures Channel Ten Procurement Procedures dated 10 January 2010 Channel Ten Procurement Procedures dated 10 January 2010 Channel Ten Procurement Procedures dated 10 January 2010 Selection Process Outsource shortlisting of venues to current location specialist company Short listed venues to be visited by Channel Ten project manager and evaulated against a selection crtieria. Channle Ten PM to make recommendation to Head of Entertainment. Final decision made by Head of Entertainment. Sales and Marketing to form a partnership/product placement agreement with a major super market chain. Preferred supplier Freemantle Production to be contracted. 3 Hosts Channel Ten Procurement Procedures dated 10 January 2010 Recommendations from industry experts to short list candidates. Interviews by Head of Media and Human Resources Manager based on selection criteria. 11

12 8. PERFORMANCE REPORTS AND PROCESSES 8.1. Performance monitoring and control processes On a Friday a project team meeting is to be held where the project team meet to disucss issues and progress. This meeting will be jointly run by the Project Managers for Channel Ten and Freemantle productions. Timesheets will be issued by the Channel Ten Project Manager or the Project Assistant on a Monday with the work expected for the week listed. On a Friday, prior to the project team meeting, all staff will return completed timesheets showing work completed and work left to be completed in percentages. The Channel Ten Project Manager will input time into the Gantt and track progress both in terms of time and costs Post Implementation Review processes Post implementation review is to take place within four weeks of the conclusion of the project. Two workshops will be held to gather information on the project to be facilitated by the Channel Ten Project Manager: Channel Ten stakeholders Freemantle production stakeholders Stakeholders who cannot attend the workshops will be surveyed by written means. The lessons learnt log, collated throughout the project, will also be a source of information for the review. The Channel Ten Project Manager will be responsible for gathering all information and writing the Post Implementation Review report the template is below Proforma Performance Reports Status Report Template The Status Report below will be used on a monthly basis to report progress since last report. Project Title: Date: Author: Traffic Light: <Green/Yellow/Red> Accomplishments since the last report (Deliverables completed, milestones attained, decisions made, issues resolved) Date Due Date Completed Desc: Deliverable, milestones, decision or issue 12

13 Upcoming activities (What the team must focus on achieving throughout the next reporting period) Date Due Tasks Budget Planned vs. Actual as at: DD/MM/YYYY Planned Actual Comments: Summary of issues and variations Issue/Change Description No: Change in Status of Risks: Risk: Change description: 13

14 Post Implementation Review Report Template Review of Methodology Review of Objectives Review of Scope Management Review of Time Management Review of Cost Management Review of Quality Management Review of Resource Management Review of Communications Management Review of Risk Management Review of Procurement Management Other For each Project Milestone or Phase, identify what worked, what didn t work and ways to improve the process the next time. Milestone/Phase What Worked What Didn t Work Improvements 14

15 Summary of Lessons Learned: projects? What are the key lessons learned that could be applied to future 9. INTEGRATED CHANGE PROCESS 9.1. Change control process Change Control Process Step Description Who When 1 Fill out Change Request reason and background 2 Undertake impact analysis: scope, time, cost, risks, resources and update change request form 3 If cost impact is > $10,000 Director of Entertainment to approve/reject 4 If cost impact is < $10,000 Channel Ten Project Manager to reject or approve 5 If change request is accepted update Scope, Time, Cost baselines. and reissue project plan. 6 Check new plan with Project Maanger Freemantel production and adjust if necessary 7 If rejected file change request with reject reason specified. Notify requestor of outcome Anyone on the Project Team Project team Director of Entertainment Channel Ten Project Manager Channel Ten Project Manager Channel Ten Project Manager/Freemantle productions Project Manager Channel Ten Project Manager Anytime Within two days of receiving request Every week Every two days Immediately Immediately Within 2 days of decision 9.2. Change control form The following change request form will be used for this project: Change Request Form Requested By: Change Request Number: Description of the change: Requested Date: Reason for the change: Project Charter Example V1.0 Page 15 of 18

16 Alternative solutions: Impact Assessment Description of impact Cost Time Resources Other Risk assessment Risk description Impact Likeli hood Strategy Immediate Action Required if approved Authorisation Decision Approved? Yes or No Project Charter Example V1.0 Page 16 of 18

17 Decision by: Authorised by: Date Decision Made: Date Authorised: Project Charter Example V1.0 Page 17 of 18

18 10. DOCUMENT QUALITY CONTROL Version Control Version Date Author Comments /01/2012 Alison Roberts Initial Version /03/2012 Alison Roberts Updated with comments from project team and subject matter experts /05/2012 Alison Roberts Updated with comments from Sponsor and subject matter experts /06/2012 Alison Roberts Final Version Approvers Name Title Signature Fred Brown Fred Blogg Geni Smith Jane Brown Sponsor Channel Ten Director of Entertainment Marketing Manger Channel Ten Human Resources Manager Channel Ten Reviewers Name Title Signature Dianne Green May Black Ian Johnson TBA position not filled Production Assistant Head of TV Development Project Manager Channel Ten Project Manager Freemantle Productions Definitions TERM/ABBREVIATION FULL NAME DESCRIPTION PM Project Manager Responsible for delivery of the project Project Charter Example V1.0 Page 18 of 18