Scenario Every 4 years the world gathers to participate in and spectate the Olympic Games. The planning and execution required for the games is at the highest level. There is little to no room for error, due to the world stage and all eyes focused on the spectacle of the games. The next Olympic Games will be taking place in Paris. Planning for how the games will be delivered plus the construction of key locations and transport links is well underway. You are a Project Manager who is working for a project management consultancy that has won the contract to construct a new main Olympic gymnasium and a number of hotels that will be repurposed after the games. You have been assigned as the Project Manager that will oversee the Gymnasium Project and the development and launch of one of the new hotels - "Hotel024'. Architect drawings are complete and agreed for both developments. The Office of the Mayor of Paris has raised some issues around access. Transport Officials are not happy with some of the proposed site locations and have drafted a report containing their concerns and recommendations. After the Olympics, the gymnasium will serve local schools and there will be a push on developing grassroots gymnastics. The facilities need to consider child friendly fittings and fixtures to accommodate school aged children. France's Sports and Education Minister is planning a press conference and visit to the gymnasium site some time in Q4 this year. It will be a high profile event with press and politicians from across the country in attendance. The project management consultancy you work for is a new company, although it has been established for around 8 years, it has not got a great deal of experience working on major developments such as these. They have won the contract based on the quality of previous developments and expert knowledge of building regulations and requirements in the Paris area. There is a team in place to deliver the contract, you are a part of this team, however, more team members are needed in certain skill sets. Currently, the team is low on Building Surveyors in particular. Alongside working as part of the consultancy team, you are working closely with the Olympics International Olympics Committee (IOC) - Central Programme Team. This team is based in Paris, with satellite project offices in various countries. These satellite offices feed into the central programme team with updates on project status and budget. It is currently Q2 of the current year. Both projects started last year and you are now part way through their timeline. You are working at 100% of your time across both projects with no capacity to take on any further projects. You have recently received the following emails and information. To: "You" From: "Operations Manager" Subject: Bad News Hi (Your Name), I'll get straight to the point - the Site Manager has handed in their notice as they have received an offer to work on a new development in Dubai. It is a more lucrative role for them. They have been critical to the project as they know the location very well, they have lived and worked in Paris in site management for many years. Without them the site is going to become a mess, very quickly! I don't know what to do, this role will need replacing ASAP. Do we have any budget to recruit a contractor quickly, rather than go through a lengthy recruitment process for a more permanent replacement? Can we meet to discuss please... The Site Manager has also let me know that the building contractors are threatening a strike over pay and conditions. The contractors are a local firm based in France. I know that our in-house legal team does not have overseas trade union experience. I also need to discuss the plan for the external aspects of the gymnasium with you. There is not enough time to import the trees from Japan that were going to surround the gymnasium, shipping issues have reduced the time available. I know that the Programme Sponsor is keen on receiving the trees from Japan, due to the link with the Tokyo Olympics. We need to agree.a Plan B so that I can find an alternative supplier and place an order. The gym equipment being purchased from the UK, US and a manufacturer in North Africa was on track for delivery, however, Brexit has introduced some import/export challenges. The same equipment is available from a supplier in Australia at less cost but additional time frame. Lots for us to discuss - sorry to flood you with problems! Regards, Operations Manager To: "You" From: "Hotel Manager" Subject: Our Next Meeting & A Few Points to Note Hello (Your Name). In advance of our next meeting, I wanted to update you on a few things for your information and that we will need to discuss and plan towards. I look forward to hearing from you on the latest reports from the Building Surveyors so that I can understand where we are on the build timeline. From our previous meetings, I am working to the hotel being open 6 weeks before launch, is that still the case? Is the build on track for launch? In particular, what is the status regarding the rooftop terrace? The original plans include a terrace that overlooks the Olympic Stadium and grounds. When the Building Surveyor visited the site last month, I was told that they had not yet confirmed the safety elements of the terrace. You will recall that our hotel chain has said the terrace is non-negotiable and cannot be left out of the scope. If the terrace is not built, the hotel will invoke legal action. This open issue requires urgent attention. My boss has also asked me to follow up on the commercial agreement between the hotel chain and the IOC about the use of the hotel after the games. The last we heard was that it was still with the JOC legal team, do you have any update on that? When we meet next week, I would like to start looking at promotion. I would like your support in the marketing of the new hotel, including the provision of marketing materials and Olympic information. For me this will include: logos, official wording, official sponsor details, writing press releases, translation of content into different languages, social media coverage. Is this something you will be able to help with? in the meantime, I am focussing on getting the hotel set up for launch and with my team, we have started recruiting staff to fill positions across the new hotel. I would like to bring new recruits on site in month 8 on the current High Level Plan, to show them around the site as part of their induction and training. Regards, Hotel ManagerTo: "You" From: "Olympics Gym Committee" Subject: Update & New Requirements Dear (Your Name), This is a "Special News Update"* Please take note of the updates here and follow up with your designated Gym Committee Member. Two new events have been added to the gymnastics schedule. This will require a different layout and set up which has not been factored into the current design and plans for the Gymnasium site. Gymnasium officials from each participating country have asked for a tour of the facility before the games begin. Some will be in Paris ahead of the games, some have asked for a virtual four that is interactive so that they can ask questions as they go Regards, Olympics Gym Committee To: "Gym Committee Member" CC: "Design Lead", "Operations Lead" From: "You" Subject: Update & New Requirements Hi, Please can you help. I've asked for requirements from the participant gymnast teams as we need to fully understand what they need in their team areas and changing rooms. Are there any updates since the requirements from the 2020 games? I have a long list of requirements from all teams but have not yet received anything from the UK or China teams, these need to be chased up - please can you help with that. From what I have received already, this looks like it needs to be managed as a separate sub-project and I would like to scope this out in the next 2 weeks so that we can draw up the business case, seek funding and get it signed off in good time. We will also need to order equipment and will need to have design and layout, plus measurements all complete within the next 6 weeks. Your help in chasing up the teams would be much appreciated. Regards, Project Manager/ Extract from Project Manager's Inbox From: Paris University We would like to send some Construction Degree students on site for a coursework project next month. There will be circa 50 students. Please can you let us know if we can arrange a visit. From: Linkedin Hello! I was a Project Manager on the previous Olympic games, it would be good to network with you, find out how your projects are doing and share some lessons leamed. When would be a good time for a coffee or Zoom catch up? Extract from Building Surveyors Report Findings Post the games, the hotel chain is planning for part of the hotel to become residential accommodation. We have found some issues with the plans to convert the accommodation. We are suggesting that an estimate of an additional (1,500,000 will be required to apply the changes required. Areas Requiring Resolution We are aware of a report from Transport officials but this has not been supplied to us, we are unable to comment on it or factor any recommendations into our findings. The deadline for confirming the safety certificate for the terrace at the hotel has passed. We were not able to support this piece of work due to other priorities that our team needed to work on. Other Key Resources and Touchpoints: There is a pool of Building Surveyors that is shared with other projects, there is not a dedicated Building Surveyor for your project. Hotel Manager. They are extremely passionate about the new hotel and the need for everything to be perfect for launch. . There is a central JOC Communications Team based in Switzerland. All projects have been requested to contact them for marketing and communications guidance and collateral in the first instance. At a recent team meeting, the Resource Manager at your consultancy presented the latest resource plan. From this you are aware that there is a Project Manager currently working on another Olympic site project who is becoming available at the end of Q2 as their project is close to completion. Project Reporting and Governance: . Fortnightly meetings are held with the Hotels Programme Team on the essential requirements that all hotels need to have in place plus any dependencies across the hotel portfolio. The Paralympics Programme Office is based in Lyon. The team has asked for monthly reports on project progress and to ensure requirements for the Special Olympics have been met in the gymnasium. The Gymnasium Project has a Fortnightly Project Board meeting . The HotelO24 Project has a monthly Project Board meeting. Every month there is an opportunity to request newadditional funding through the Olympics Change Control Board.Combined Project Team Resource Budget Inten n Project Manager Operations Manager Design Lead Tech Lead Internal (Consultancy)Resource Sub Total External Resource Building Contractors Site Manager External Resource Sub Total Resource Total Contingency 10% of Total Resource Budget Resource Total Including Contingency a1 Q@ a3 Q4 a1 Q2 a3 Q4 Month1 | Month2 | Month3 | Month4 | Month5 | Month6 | Month7 | Month8 | Month9 | Month10 | Month1l | Month12 | Monthl | Month2 | Month3 | Monthd | Month5 | Month6 | Month7 | Month8 | Month | Month10 | Month11 | Month12 4000 4000 4,000| 4000 4000 4,000 4,000 4000 4,000| 4000 4000 4,000 4,000 4,000 4,000| 4000 4,000 4,000 4,000 0 0[ 4000 4000 4,000 4500 4500 4,500| 4500 4500 4,500 4,500 4500 4,500( 4500 4500 4,500 4,500 4,500 4,500( 4,500 4,500 4500( 4500 4,500 4,500( 4500 4,500 4,500 4500 4500 4,500| 4500 4500 4,500 0 0 0 0 0 0| 0 0 0 0 0 0 0 0 0 0 0 0| 4250 4250 4,250| 4250 4250 4,250 2125 215 2,125| 2125 2125 2,125| 4250 4,250 4,250| 4,250 4,250 4250| 4250 4,250 4,250| 4,250 4,250 4,250 17,050 17,250 E17,250| 17,050 17,050 17,250| 10,625 E10,625 E10,625| 10625 10,625 E10625 12,750 12,750 12,750| 12,750 12,750 12,750| 12,750 8,750 8,750| 12,750 E12,750 12,750] 4,00,000 4,00,000 4,00,000 | 4,00,000 4,00,000 4,00,000| 4,00,000 4,00,000 4,00,000 4,00,000 4,00,000 4,00,000 1,00,000 1,00,000 1,00,000| 50,000 50,000 50,000 25000 25,000 0|[4,00,000 4,00,000 4,00,000 3000 3000 3000| 3000 3000 3,000] 3000 3000 3000| 3000 3000 3000] 3000 3000 3000( 3000 3000 3000( 3000 3,000 3,000] 3000 3000 3,000 4,03,000 4,03,000 4,03,000 4,03,000 4,03,000 4,03,000| 4,03,000 4,03,000 4,03,000| 4,03,000 4,03,000 4,03,000| 1,03,000 1,03,000 1,03,000] 53,000 53000 53,000 28,000 28,000 3,000]4,03,000 4,03,000 4,03,000] 4,20,50 4,20,250 4,20,250 | 4,20,250 4,20,250 4,20,250| 4,13,625 4,13,625 4,13,625| 4,13,625 4,13,625 4,13,625|1,15,750 1,15,750 1,15750| E65750 65750 65750] 40,750 E36,/50 E11,750|4,15,750 4,15,750 4,15,750| 42,025 42025 42025| 42,025 42,025 42,025( 41363 41,363 41363| 41,363 41,363 41363| 11575 11575 11575| 6575 6575 6575| 4,075 3675 1,175| 41575 41575 41575 4,62,275 4,62,275 E4,62,275 | 4,62,275 4,62,275 4,62,275|4,54,988 4,54,088 4,54,988 | 4,54,088 4,50,088 E4,54,988|1,27,325 1,27,325 1,27,325| 72,325 72,325 72,325 44,825 EA0A25 E12,925 4,57,325 4,57,325 4,57,325 88,000 1,08,000 27,000 89,250 3,12,250 65,00,000 72,000 65,72,000 68,84,250 6,88,425 75,72,675 2) BUDGET Review the combined budget for the project team. Based on what you know, what else may need to be included in the budget? Do you need to use the contingency for anything? Where else could you get funding from to increase the budget