project management motorcycle event

ADM 217 PROJECT MANAGEMENT

ACKNOWLEDGEMENT

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1.0 Acknowledgement

Bissmillahirrahmanirrahim.

Alhamdulillah. Thanks to Allah SWT, that with His willing gives us the opportunity to complete

this Final Assignment. This assignment was prepared for Computer Principles subject.

First and foremost, we would like to express our deepest thanks to our beloved lecturer and also

as guidance, Miss Faradila for the valuable guidance and advices. We also would like to thank

her for showing us some good example that related to the assignment.

Besides that, our deepest thanks and appreciation our parents, family, special mate of us, and

others for their cooperation, encouragement, constructive suggestion and full of support for the

assignment completion, from the beginning till the end. Also thanks to all of classmate, DITM

Group 4 and everyone, that has been contributed by supporting our work and helps us during the

assignment progress till it is fully completed.

Last but not least, our thanks to MCS College, for great facilities and accommodations that have

been provided. Without helps of the particular that mentioned above, we could face many

difficulties while doing this assignment.

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INTRODUCTION

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2.0 Introduction about company

Event Management Sdn Bhd

Company Name : EVENT MANAGEMENT SDN. BHD.

Address : An Event Management Sdn Bhd

No. 3, Jalan 14/53

46100 Petaling Jaya

Selangor Darul Ehsan, Malaysia

Fax. No. : 03-5353 3535

Website Address : http://www.an-event.com/

Email Address : [email protected]

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2.1 Company Background

An Event Management Sdn Bhd was formed in July 1999 in Kuala Lumpur, Malaysia, with the

goal of organizing memorable events and help clients to effectively promote their messages.

With more than 10 years of collective working experience in the events, media, and advertising

industries, we set to design and organize events for our clients that help them achieve their

targets best.

An Event Management Sdn Bhd is a leading company in Malaysia, organizing quality, unique

and cost-effective events. With the constant introduction of new trends, the integrated events

solutions we provide, and the ability to operate in Malaysia and in many other countries, we

strive to provide our clients with the best service they can expect.

Our company has been given hired by the well known automotive company, Yamaha to conduct

motorcycle exhibition, to launch their new motorcycle Yamaha 135LC. With our experience in

the management event in few years, we sure can do our best to accomplish this task.

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2.2 Project Title

My project is launching Yamaha 135LC Extreme Spirit

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2.3 Project Venue

CONCORDE HOTEL SHAH ALAM

3 Jalan Tengku Ampuan Zabedah C9/C, 40100 Shah Alam, Selangor Darul Ehsan, Malaysia

We choose this place because that place is suitable and have many facilities, lower cost, and easy to get there.

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2.3.1 How To Get There

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2.4 Project Date

December 21rd, 2010

We have chosen this date for this event because it is holiday time

2.5 Project Cost

Our cost for this event is RM 50,000,that include :

Management hotel

Rental accommodation

Activities management

Set of eating and drinking

PA System

VIP and VVIP

Present

2.6 Objectives of this event

To introduce latest Yamaha product to market

To attract costumer

To increase the usage of Yamaha product

To support international Automotive

Give our customer know the new news about company

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CONTENT

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3.0 CONTENTS

3.1 Project Name Description

This report should briefly describe the whole project.

1. Why did you do this project?

a) Scope Our companies want give the best rating about motor to public

Focus to teenagers that like the new brand motor

To public that want save they petrol used

b) Objective To introduce latest Yamaha product to market

To attract costumer


c) Goals To increase people to use the Yamaha 135LC motor model

To make people understand the benefit use Yamaha Motor

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2. What did you produce?

a) Service or product For this project, we use service to promote client new product to people.

b) Documentation / User Manual for use the product or service On this project, our client just listening from us about what kind of service we

use to promote their product and they suggest to us other alternatives. We use:

Banner Pamphlet Poster Media & Electronic

3. Was the project a success or not?a) Project status (success or not)

Yes, this project was successful

b) Give the reason why project status success or not. This project was successful because, all our team in this project give they best

service and support to make this project success and we also had sponsor that also support us.

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4. What project management tools did you use, and did they help?

The project management we use in this project is Microsoft Project Gantt Chart, its

easy to use and better to manage our plan to make this event is up to date and success.

We also use other Microsoft tools like:

Microsoft Word 2007

Microsoft Excel 2007

Microsoft Power Point 2007

5. What went right on the project? The went right is the project has successful done on the date and and all plan is

working

6. What went wrong on the project? This project required many people to manage its and make all plan is working on

date.

Each of project member have to do more than one task to complete this event

7. What did you learn by working on this project? Our team project learn how to manage some project and cooperate with each other

We know, learn and improve our skill to use Gantt Chart Project 2007

We learn and know how to plan and manage some project

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Schedule:

ACTIVITY START DATE END DATE DURATION(DAYS)

Make project team 4/10/2010 4/10/2010 1

Identify the event

launching

5/10/2010 6/10/2010

2

Specified event time 7/10/2010 8/10/2010 2

Survey the venue 11/10/2010 14/10/2010 4

Identify the budget 20/10/2010 21/10/2010 2

Booking venue 25/10/2010 26/10/2010 2

Planning to invite

sponsor and VIP

27/10/2010 29/10/2010

3

Plan the contest and

quiz

1/11/2010 2/11/2010

2

Discuss the schedule 3/11/2010 4/11/2010 2

Booking invitation

card, banner.

5/11/2010 8/10/2010

4

Promote the event 9/11/2010 12/11/2010 4

Discuss transportation 15/11/2010 15/11/2010 1

Identify hotel

accommodations

16/11/2010 17/11/2010

2

Plan the gift and

souvenir

18/11/2010 19/11/2010

2

Planning the tentative

program

22/11/2010 25/11/2010

4

Meet the hotel management

26/11/2010 26/11/2010 1

Preparation the event 6/12/2010 17/12/2010 12

Launching day 21/12/2010 21/12/2010 1

Sent report 28/12/2010 28/12/2010 1

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3.2 Scope Statement

Prepared by: Norharyani Binti Mohd Solehudin.

Project Title: Yamaha 135LC Extreme SpiritDate: 21/12/2010

Project Justification:Our company an Event Management SDN BHD will be fully responbility to do motor show for

Yamaha to promote their new motorcycle. This event theme is Yamaha 135LC Extreme

Spirit,we choice it because its suitable with the new Yamaha motorcycle product.

Product Characteristics and Requirements:

Decoration place, food and stage.

Promotion.

Requirement material for motor show.

Media

Summary of Project Deliverables:

Project management-related deliverables:Business case, charter, team contract, scope statement, WBS, schedule, cost baseline, status

reports, final project presentation, final project report, lessons-learned report, and any other

documents required to manage the project.

Product-related deliverables:Research reports, design documents, software code, hardware, etc.

1. Microsoft Word

2. Microsoft Project

3. Microsoft Power Point

4. Microsoft Publisher

Project Success Criteria:With the good planning and strategies to do this event,we believe can do the best work and good

quality for our client.

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3.3 Project Charter

Project Title : Yamaha 135LC Extreme Spirit

Project Start Date : 2010 Projected Finish Date : 21 DECEMBER 2010

Budget Information : RM 50, 000

Project Manager : Juladi Bin Murkim.

Project Objectives :

To introduce latest Yamaha product to market

To attract costumer


To support international Automotive

Give our customer know the new news about company

Approach:

…………………………..(JULADI BIN MURKIM)

PROJECT MANAGER

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Roles and responsibilities

Name Position Role Contact No.

JULADI BIN

MURKIM

PROJECT

MANAGER

Leader for project and event, ensure the program run successfully.

019-8735264

NOOR NADIATUL

HUSNA BINTI

MOHD HALIL

ASSISTANT

PROJECT

MANAGER

Help the leader for project, and deal with any problem 013-2369571

NORHARYANI

BINTI MOHD

SOLEHUDIN

FINANCIAL

MANAGER

Manage account and

budget for the event 012-9256105

MUHD AMIRUL

BIN AHMAD

SAKRANI

PROTOCOL

BUREAU

Service and booking

place 017-6547238

MUHSIN BIN

BAHARUDIN

PROMOTION

BUREAU

Survey and give

present

012-6732821

MUHD ASYRAF LOGISTIC BUREAU

Furniture for event,

manage food and

equipments

016-3482489

MUHD YAZID OPERATIONAL

MANAGER

Prepared agenda and

letters 014-2358910

Sign-off : (Signature of all above stakeholders. Can sign by their names in table above.)

Comments : (Handwritten or typed comments from above stakeholders, if applicable.)

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Assistant Project ManagerNoor Nadiatul Husna Binti

Mohd Halil

Project ManagerJuladi Bin Murkim

Protocol BureauMuhd Amirul Bin Ahmad

Sakrani

Financial ManagerNorharyani Binti Mohd

Solehudin Sakrani

Promotion BureauMuhsin Bin Baharudin

Logistic BureauMuhd Asyraf

MUHD ASYRAF

Operational ManagerMuhd Yazid


3.4 Organizational Chart

Yamaha 135LC Extreme Spirit

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Prepared by: Noor Nadiatul Husna Binti Mohd Halil

(Assistant Project Manager)

3.5 Team contract

Project Name : Yamaha 135 LC Extreme Spirit

Project Team Members Names and Sign-off:

No. Name Sign-off on Team Contract1 Juladi bin Murkim

2 Noor Nadiatul Husna Bt Mohd Halil

3 Norharyani Bt Mohd Solehudin

4 Muhd Amirul Bin Ahmad Sakrani

5 Muhsin Bin Baharudin

6 Muhd Yazid

7 Muhd Asyraf

Code of Conduct: As a project team, we will:

We hope so that this project runs successfully. We hope so that this project did not happene any experiance

Participation: We will:

Arrive on time and end on time

Pay attention. Everyone has the responsibilities

Communication: We will:

We hope so that can interact nicely with the team work.

Be frank, honest & sincere.

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Problem Solving: We will:

Attach to the topic at hand

The team speaks with one voice after the decision is made

3.6 Kickoff Meeting

Yamaha 135LC Extreme SpiritMeeting 1

06 September , 2010

Meeting Objective :

Define the vision, mission, goal, and objective. Create community members.

Members present : Positions : Juladi Bin Murkim Project Manager

Noor Nadiatul Husna Bt Mohd Halil Assistant manager

Norharyani Bt Mohd Solehudin Financial Manager

Muhd Amirul Bin Ahmad Sakrani Protocol Bureau

Muhsin Bin Baharudin Promotion Bureau

Muhd Asyraf Logistic Bureau

Muhd Yazid Operational Manager

Agenda: Introduction of attendees.

Background of project

Review of project-related document (i.e. business case, project request, contract)

Discussion of project organizational structure

Discussion of project scope, time, and cost goals

Discussion of other important topics

List of action items from meeting

No Action Item Assigned To Due Date1 Assigned the task to all community

membersNoor Nadiatul Husna bt Mohd Halil 6/9/2010

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2 Survey event place Muhd Amirul Bin Ahmad Sakrani 13/9/2010

3 Confirm place event Muhd Amirul Bin Ahmad Sakrani 14/9/2010

3.6 Kickoff Meeting

Yamaha 135LC Extreme Spirit

Meeting 215 September , 2010

Meeting Objective :

Define the vision, mission, goal, and objective.

Chosen the project crew contract.

Members present : Positions : Juladi Bin Murkim Project Manager

Noor Nadiatul Husna Bt Mohd Halil Assistant manager

Norharyani Bt Mohd Solehudin Financial Manager

Muhd Amirul Bin Ahmad Sakrani Protocol Bureau

Muhsin Bin Baharudin Promotion Bureau

Muhd Asyraf Logistic Bureau


Agenda: Introduction of attendees. Background of project Review of project-related document (i.e. business case, project request, contract) Discussion of project organizational structure Discussion of project scope, time, and cost goals Discussion of other important topics List of action items from meeting

No Action Item Assigned To Due Date

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1 Give task to all community members Noor nadiatu Husnan Bin Mohd Halil

2/10/2010

2 Invite all VIP Juladi Bin Murkim 4/10/20103 Booking place for event Muhd Amirul Bin

Ahmad Sakrani15/9/2010

3.7 Weekly Status Report (1)

Date:

Sept 06th –10nd , 2010 & Sept 13th – 17th, 2010

Project Name:

YAMAHA 135 LC EXTREME SPIRIT

Team Member Name: Juladi Bin Murkim Project Manager Noor Nadiatul Husna Bt Mohd Halil Assistant manager Norharyani Bt Mohd Solehudin Financial Manager Muhd Amirul Bin Ahmad Sakrani Protocol Bureau Muhsin Bin Baharudin Promotion Bureau Muhd Asyraf Logistic Bureau


Work Completed This Week: Looking for a date of event Identify the budget Conformation the place

Work Completed Next Week:

Received the budget from the sponsor Make a meeting for discus the budget with the sponsor Make plan the activity for the event.

What’s going well and why:

After discuss, all accept And end the meeting

What’s not going well and why:

Nothing

Suggestions/Issues:

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Do the first preparation for the event.

Project changes: Nothing

3.7 Weekly Status Report (2)

Date:

Nov 01th – 05nd , 2010 & Nov 08th – 12th, 2010

Project Name:

YAMAHA 135 LC EXTREME SPIRIT

Team Member Name: Juladi Bin Murkim Project Manager Noor Nadiatul Husna Bt Mohd Halil Assistant manager Norharyani Bt Mohd Solehudin Financial Manager Muhd Amirul Bin Ahmad Sakrani Protocol Bureau Muhsin Bin Baharudin Promotion Bureau Muhd Asyraf Logistic Bureau Muhd Yazid Operational Manager

Work Completed This Week:

Discuss with sponsor and VIP

Discuss the schedule

Work Completed Next Week: Booking invitions

Make a meeting for make a team work for this event

Promote event

What’s going well and why:

After discuss, all accept

And end the meeting

What’s not going well and why:

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Nothing

Suggestions/Issues: Nothing

Project changes: Nothing

3.8 Monthly Progress Report

Date: November 17h, 2010

a. Accomplishments for Month of October: Already complete survey the place for the event that will be held. Make a budget calculate the item we need for the event

b. Plans for Month of October Plan the gift and souvenir Planning the tentative program

c. Issues: This project in running successfully

d. Project Changes : No changes

e. Action taken: Done

Date: December 19st , 2010

a. Accomplishments for Month of December : We do the final presentation for this project

b. Plans for Month of December : Ensure this project run smoothly before that ceremony

c. Issues:

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All the work is in successfully progress

d. Project Changes : Nothing changes

e. Action taken: Done

3.9 Milestone reports

Prepared by: Noor Nadiatul Husna Bt Mohd Halil Date: 28 September 2010

Milestone Date Status Responsible Issues / Comments

InitiatingMake project team 4/10/2010 Juladi DONE

Identify the event launching 5/10/2010 Nadia DONE

Specified event time 7/10/2010 Nadia DONE

Survey the venue 18/10/2010 Haryani DONE

PlanningIdentify the budget 20/10/2010 Haryani DONE

Booking venue 25/10/2010 Haryani DONE

Planning to invite sponsor

and VIP

27/10/2010 Yazid DONE

Plan the contest and quiz 1/11/2010 Mirul DONE

Discuss the schedule 3/11/2010 Nadia DONE

ExecutingBooking invitation card,

banner.

5/11/2010 Nadia DONE

Promote the event 9/11/2010 Yazid DONE

Discuss transportation 15/11/2010 Muhsin DONE

Identify hotel 16/11/2010 Juladi DONE

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accommodations

ControllingPrepare the gift and souvenir 18/11/2010 Juladi DONE

Planning the Tentative

Program

22/11/2010 Nadia DONE

Meet the hotel management 26/11/2010 Juladi DONE

ClosingPreparation the event 6/12/2010

MuhsinDONE

Launching day 21/12/2010 Juladi DONE

Sent report 28/12/2010 Nadia DONE

3.10 Work Breakdown Structure (WBS)

Prepared by: Juladi Bin Murkim Date: 22 December 2010

1.0 Initiating

1.1 Kick of Meeting

1.2 Choose Place

1.3 Request a booking for the place

2.0 Planning

2.1 Planning an event agenda

2.2 Prepare a budget

2.3 Find a sponsor

3.0 Executing

3.1 Design a layout

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3.2 Choose sponsor

3.3 Choose a theme

3.4 Confirmed a budget

4.0 Controlling

4.1 See a layout design a stage

4.2 Make sure accommodation don’t have problem

4.3 Control change and update instruction

5.0 Closing

5.1 Prepare final work about project

5.2 Prepare for presentation

5.3 Project complete

3.11 Prioritized Risks

Prepared by: Norharyani Bt Mohd Solehudin Date: 22 December 2010

Ranking Potential Risk

1 Difficult to find the sponsor.

2 The employee don’t have a team-worker in finished the task.

3 Artist late come to the concert because traffic jams.

4 The public came to the event not achieved the target.

5 System down because suddenly don’t have electric “black out”

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CONCLUSION

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4.0 CONCLUSION

4.1 Lessons Learned Report

Prepared by: Norharyani Bt Mohd Solehudin Date: 22/12/2010Project Name: Yamaha 135LC Extreme SpiritProject Sponsor: YamahaProject Manager: Juladi Bin MurkimProject Dates: 24/12/2010Final Budget: RM 50.000

1. Did the project meet scope, time, and cost goals?

Yes,this project meet our scope,time, and cost. With this event,our company has give the best

rating about motor to public, many teenagers has come to this event. This project run smoothly

and successfully

2. What was the success criteria listed in the project scope statement?

This project catches on which encourages from people present

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3. Reflect on whether or not you met the project success criteria?

In this project, our company has been developing a development that has primary responbility for providing leadership to accomplish the project objectives. Our project has meet the project success criteria.

4. In terms of managing the project, what were the main lessons your team learned?

All team member must do their work and cooperate with each other

5. Describe one example of what went right on this project.The went right is the project has successful done on the schedule and and all plan is

working perfectly.

6. Describe one example of what went wrong on this project.This project require many workers to make it succesfull. The media also take over the event by

over reacting

7. What will you do differently on the next project based on your experience working on this project?

We will make our next project more better and more succesfull

4.2 Advantages of This Event

These advantages are:

We have success manage the event without big error

With this event, we have successfully promoting the Yamaha product to public.

Automotive industry will have opportunity to increase revenue.

4.3 Disadvantages of This Event

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These disadvantages are:

Some people come just to enjoy with the motor show

Lot of garbage around event place

Traffic jam happen because lots of people come

4.4 Suggestion Improving Future Event

Encourage the local automotive to improve their product

Using new features and technology to make event more interesting and power

Make more activities and show in event make people interested to come to event.

APPENDICES

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5.1 Gantt Chart

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5.2 Network Diagram

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5.3 Report (Cost and Resources)

SOURCE EXPECTED BUDGET

RESOURCE

Yamaha RM 50 000

TOTAL RM 50 000

OUTLOWS

PA System RM 2 000

Staging and prop production RM 6 000

Light producing production RM 2 000

Catering

Hotel cost RM 5 000

Food cost RM 5 000

Promoting and marketing

Invitation RM 5 000

Advertising RM 5 000

Sourvenir

VVIP RM 5 000

VIP RM 5 000

Security and safety

Fire marshall RM 10 000

TOTAL RM 50 000

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5.4 Resource Sheet

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5.5 Relevant Documents

Letters of Apply Sponsor.

An Event Management Sdn BhdNo. 3, Jalan 14/5346100 Petaling JayaSelangor Darul Ehsan, Malaysia

Digi Berhad (Company No. 167469-A) Menara Digi, No.82, Jalan Raja Muda Abdul Aziz, 50300 Kuala Lumpur, Malaysia. 22 nd October 2010

Dear Sir/Madam,

Apply for Sponsorship

I would like to ask some contribution from you for our event. The main objective of this concert is for the purpose of charity besides launching Search new comeback album. The name of the event is “YAMAHA 135LC EXTREME SPIRIT”.

2. Below are the details of this program:

Date: 21st December 2010

Time: 8:30 a.m - 05:00 p.m

Venue: Concorde Hotel Shah Alam

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3. For your information, our program will be held on half days I hope you will interest to contribute to our program and become one of sponsors for this program.

I hope to hear from you soon. Thank you for your co-operation.

Yours faithfully,

…………………………

(Juladi Bin Murkim)

Project Manager

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Letters of Inquiry.

An Event Management Sdn BhdNo. 3, Jalan 14/5346100 Petaling JayaSelangor Darul Ehsan, Malaysia

Manager,Concorde Hotel Shah Alam

3 Jalan Tengku Ampuan Zabedah C9/C, 40100 Shah Alam, Selangor Darul Ehsan, Malaysia 22 nd October 2010

Rent for Concorde Hotel Shah Alam

I would like to rent the Concorde Hotel Shah Alam around one day at 21st December 2010.

2. For your information, our company wants to make a charity concert. We want use this place from 8.30 a.m until 05.00p.m.

Thanks for your co-operation and we very appreciate it.

Yours faithfully,

…………………….

(Juladi Bin Murkim)

Project Manager

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REFERENCES

\

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6.0 Reference

6.1 Book/ Magazines

Galaxy.

Manga.

Ha!

Maskulin.

Remaja.

6.2 Internet

http://www.digi.com.my/

http://ms.wikipedia.org/wiki/Search

http://www.yamaha.com/

http://www.ntv7.com.my/

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http://www.ntv7.com.my/

http://www.yamaha.com/

http://ms.wikipedia.org/wiki/Search

http://www.digi.com.my/