CMGT/410
May 16, 2013
Purpose
This proposal is for the off-site training session set to begin later this year for Center Stage Dance Company. This document discusses the financial implications of the project and how these implications were estimated. Relevant facts, resources, critical task sequencing, and the project’s milestone will also be summarized in this proposal.
Estimated Cost Summary
Hardware will need to be provided for this training. This includes one projector screen and workstations for those that do not have a company laptop. These workstations will be rented and not purchased since each studio already has hardware that will use the new web based software. An estimated cost for the hardware rental is $1,500. This estimate was provided by quotes obtained from Corporate Audio Visual’s website, http://www.corpav.net/. The training will require 1 trainer for each software program. Since this training session will include the new CRM software and financing/accounting software, the session will require 2 trainers. Instructor costs are estimated at $1,543. This estimation is based on the hourly wage reported by the "Bureau of Labor Statistics, U.S. Department of Labor" (2012) website. Instructional materials will need to be provided in a hard copy and is estimated to be $250. Travel accommodations will need to be included since most of the participants will be arriving from out of state. An estimated cost of 5,500 includes airfare, hotel, transportation, and meals for both days of training. The facility where the training will take place is estimated to cost $327 per day and includes tables, chairs, and wireless internet. This estimation was based on the quote provided for The Mission Valley Training Room (“Mission Valley Training Room-Action Coach Business Coaching”, 2013). The total estimated cost for this training is $9,447.
Estimated Duration The duration of the training is estimated to be 20 hours over 2 days. Although the facility will be rented on a daily basis, only 8-9 hours is allocated for software training with an hour lunch break. Although the duration of the training is only 2 days the total duration of the project is 3 months. This will allow adequate time to coordinate resources. The training facility will need to be reserved first and then travel accommodations be reserved around the date that the facility is booked. To secure the selected date, many facilities require a 50% deposit of the anticipated cost 14 days prior to the reserving the date and full payment is due one month prior to the event date or the reservation will be released. This procedure is used by San Diego Museum of Man according to their website (“Private Events Policies and Procedures”, n.d.) Any facility under consideration must be thoroughly researched to eliminate the risk of losing the reserved date. Once the date is secured, airfare then can be compared and purchases. According to a study reported in USA TODAY, airfare should be booked 7 weeks in advance to get the best rates (Clark, 2013). Once airfare is purchased, hotel and transportation can be secured. Hardware equipment can be ordered close to the event. Some companies even advertise overnight delivery (Rentex Computer & Audio Visual Rentals, 2013). Trainers for the software will need to be reserved for the event date and equipment requirements will need to be verified with the trainers and software program prior to reserving any equipment. Software access must also be arranged prior to the event so that attendees have access to the web based software.
Critical Task Sequencing and Milestone
Participates that are traveling out of state should schedule 4 consecutive days off from any onsite studio obligation. Each location’s senior administrator is required to attend. Once the facility is secured, a list of attendees will be required prior to booking any airfare and if they are bringing a laptop with them. Once the airfare is purchased, a carpool schedule will be developed to reduce cost if the hotel is not close to the airport and/or training facility. Directors are required to bring all their financial data from the beginning of the first quarter. This data will be used to accomplish the milestone and signify the ending of the training phase for the software.
Conclusion
The estimated total cost of training is $9,447 and the estimated project duration is 3 months. This duration will allow sufficient time to coordinate resources and to compare pricing on venues and airfare. The estimated cost was based on quotes provided by different vendors. The task of securing a training facility has a finish-to-start relationship to booking any travel accommodations. A finish-to-start relationship is an activity that cannot begin until its predecessor activity has completed (Marchewka, p. 205, 2012). Therefore, the critical task at hand is securing a facility for the training to take place.
References
Bureau of Labor Statistics, U.S. Department of Labor. (2012). Retrieved from http://www.bls.gov/ooh/management/training-and-development-managers.htm
Clark, J. (2013, January ). How far should you book to get low airfares?. USATODAY, (),. Retrieved from http://www.usatoday.com/story/dispatches/2013/01/21/how-far-in-advance-to-book-for-the-lowest-airfare/1851103/
Marchewka, J.T. (2012). Information Technology Project Management (4th ed.). Retrieved from The University of Phoenix eBook Collection database.
Mission Valley Training Room-Action Coach Business Coaching . (2013). Retrieved from http://www.evenues.com/meeting-space/mission-valley-training-room-San-Diego/5312
Private Events Policies and Procedures. (n.d.). Retrieved from http://www.museumofman.org/sites/default/files/Priv_Event_Pol_Proc_rev_9-10.pdf Rentex Computer & Audio Visual Rentals . (2013). Rentex Computer & Audio Visual Rentals . Retrieved from http://www.rentex.com/Audio-Visual-Rentals.aspx?gclid=CNm5qN2dmrcCFaR_QgodGz0ADw 