The Tina Whitehead Birthday Bash · Web viewCommunication Management Plan13 Business Memo15 Lessons...
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MGMT_404- Kendra Smith 1 The Tina Whitehead Birthday Bash Kendra Smith D01596416 MGMT_404 Project Management DeVry University 10/22/12
Transcript of The Tina Whitehead Birthday Bash · Web viewCommunication Management Plan13 Business Memo15 Lessons...
MGMT_404- Kendra Smith 2
The Tina Whitehead Birthday Bash
Kendra Smith D01596416
MGMT_404 Project Management
DeVry University
10/22/12
Table of Contents
Scope Statement3
Work Breakdown Structure..5
Network Diagram6
Risk Management Plan9
Resource Management Plan13
Communication Management Plan13
Business Memo15
Lessons Learned16
EXECUTIVE SUMMARY
This project is to make the Tina Whiteheads 50th birthday memorable. Your 50th birthday marks a milestone in your life that many never make. Therefore, we were hired to plan a birthday bash that will celebrate this special day using our expertise in project planning. I will independently be working with all of the areas in the planning and executing this project to the full expectations of the customer.
PROJECT OBJECTIVE
To plan and successfully throwing a 2- hour 50th Birthday Bash at the Fabulous Fox Theatres Egyptian Ballroom for Mrs. Tina Whitehead while staying in the budget of $20,000.
PROJECT DELIVERABLES
Provide a marquee displaying Happy 50th Birthday to Tina Smith.
Provide reserved parking for the guests coming to the party.
Provide a coat check station for guest.
Provide buffet style caterer.
Provide an A life to remember themed photo section.
Provide a photographer.
Provide a host by hour premium brand bar.
Provide a disk jockey.
Provide an audio visual.
MILESTONES
Milestones
Date
Scope Defined and Approved
September 20
Project Requirements Completed
September 23
Rental Agreement Signed
September 25
Call and confirm Caterer
September 30
Guests Arrive and Check in
October 19
Guest safely depart from Atlanta
October 20
Lessons Learned
October 20
TECHNICAL REQUIREMENTS
There will be several outlets being utilized by the entertainment; therefore; several adapters and switches are needed to be available. The customer has requested that we use all white linens and pink lights so make sure this has been provided for her. To accommodate the number of guest that is invited to the event, there will need to be 15 round tables that seat 8-10 people. There will need to be a podium with microphone included available for the master of ceremonies and the speakers chosen by the customer.
LIMITS AND EXCLUSIONS
This project package has limitations for the guest to follow. Guests are responsible for parking themselves in the designated parking lots. Guests are responsible for paying for street parking if designated lot is full. Guest is responsible for own transportation to event. Guest is to drink responsibly and at own risk.
WORK BREAKDOWN STRUCTURE
The following Work Breakdown Structure chart will be displayed in snapshots taken out of Microsoft Project.
NETWORK DIAGRAM
The following network diagram is expressed as a series of snapshots from the Microsoft Project application. The over allocations and the longest project date is being expressed in the snapshots.
RISK MANANGEMENT PLAN
This matrix shows the level and impact the top five risks have on a project. With 5 being the worst case scenario and 1 meaning little impact at all, this chart will assist you in how to label the list of possible risk you made.
Defined Conditions for Risk Management Analysis
Project Objective
Relative or Numerical Scales
Very Low - 1
Low - 2
Moderate - 3
High - 4
Very High - 5
Cost
Insignificant cost impact
< 10% cost impact
10-20% cost impact
20-40% cost impact
> 40% cost impact
Time
Insignificant schedule impact
< 5% schedule impact
5-10% schedule impact
10-20% schedule impact
> 20% schedule impact
Scope
Barely noticeable
Minor areas impacted
Major areas impacted
Changes unacceptable to sponsor
Product becomes effectively useless
Quality
Barely noticeable
Only very demanding applications impacted
Sponsor must approve quality reduction
Quality reduction unacceptable to sponsor
Product becomes effectively useless
RISK ASSESMENT TABLE (USE MATRIX ABOVE FOR SCORING)
Risk Evaluation
Risk
Probability
Cost
Schedule
Scope
Quality
Risk Score
0
Property damage
10%
3
1
1
1
0.60
Invitations get lost in the mail
10%
1
4
1
1
0.70
Late Equipment
10%
3
5
4
3
1.50
Drink Limits
70%
1
1
1
1
2.80
Cake Problems
30%
1
5
3
2
3.30
Physical injuries
30%
5
3
3
1
3.60
Over population
30%
5
2
2
3
3.60
Food Allergies
50%
4
1
1
2
4.00
Guest flights late
50%
4
3
2
1
5.00
Equipment not working
50%
4
4
2
2
6.00
RISK RESPONSE MATRIX
This next matrix will give you an overview of response that would take place if anything should veer from the original plan.
Risk Event
Response*
Contingency Plan
Trigger
Person Responsible
Invitations get lost in the mail
Mitigation: Use mail certification method
Track all mail that has been certified so the status can be checked.
Person in furthest state has not received invite after month of sending them out.
Keosha L.
Property damage
Transferring: Get renters insurance with the Fox Theatre.
Check venue after everyone has left.
Missing or broken equipment or property damage.
Curtis W., Event Planner
Food Allergies
Mitigation: Talk to chef for substitutes of allergic ingredients.
Have a allergy comment box in the invitation.
If someone reports a major allergy.
Event Planner
Equipment not working
Mitigate: Test equipment
Bring back ups
Equipment does not run during testing.
Equipment Technician
Physical injuries
Mitigate: Utilize EMT
Have EMT to monitor the party.
Someone gets hurt during the party.
EMT
Cake Problems
Avoid: Keep in touch with bakery.
Call to confirm order and message on cake.
Problems reported with cake order.
Event Planner
Drink Limits
Mitigation: Keep everyone at a legal drinking level
Monitor the bar for people who are drinking over the limit.
Guest becoming belligerent and sloppy.
Samuel D.
Late Equipment
Transferring: Find another place to rent equipment until it arrives.
Rent equipment from the Fox Theatre.
Equipment is more than 30 minutes late.
Equipment Technician
Over population
Mitigation: rent joining ballroom.
Rent joining ballroom for more space.
If more than the maximum amount of people are in the Egyptian ballroom.
Event Coordinator
Guest Flights Late
Mitigation: Arrange flights a day before event.
Arrive a day before if possible. If you cannot, provide transportation to the venue from the airport.
If flight times are due to be late
Event Planner
Highest Risk #1 - Food Allergies
The risk of food allergies at the birthday bash are anticipated as a high risk because the risk of it happening is very severe. I chose to avoid the risk all together by having the guest write their allergies on the RSVP letter.
Added cost:
Changing the menu
Highest Risk #2 Guest flights late
Guest flights being late can cause the party to not go off the way it is supposed to. If we plan for the guests who are flying in to come a day early, we can avoid the chance of needing to arrange transportation.
Added cost:
Overtime Costs
Transportation
Highest Risk #3- Equipment Not Working
If the equipment does not work the night of the birthday bash, the customers scope will be ruined. The only solution that we can put into play to insure equipment functioning is to make sure that there is an extra pair of equipment just in case one fails.
Added Cost:
Bonus paid for immediate work
Material costs
Overtime costs
RESOURCE MANANGEMENT PLAN
I assigned resources to the tasks that best matched the particular skill set. Doing this made my budget increased 10,000 dollars over my original budget; therefore, I decreased some of the days where it was not necessary to have multiple days to complete the tasks. After doing this, my dates were right on schedule and I was under budget. I then leveled the project with and without available slack and it did not change the dates or the budget but, I still have 3 resources with an over-allocation conflict. To fix this I would have to make a plan to reschedule dates for when there is enough slack to get the project done on time. If I were to tweak the dates around this will keep me under budget and I will not have to hire another resource to finish that task.
COMMUNICATION MANAGEMENT PLAN
Stakeholder Name/Title
Project Role
Project Manager
Kendra Smith, 678-613-6791
Customer expects the project manager to oversee all areas of the project and to make sure they have been executed according to the customers views.
Event Planner
Sashe Johnson, 404-649-7456
The customer will use expertise to successfully choose the locations and decorations.
Event Coordinator
Tim Duncan, 678-679-3098
The customer will use expertise to successfully choose the entertainment.
Equipment Technician
Jason Shadix, 404-696-0196
The equipment technician is to handle all of the technical equipment that needs to be set up for the other businesses.
Caterer
Molly Holwry, 404-488-4565
The caterer is responsible for provided tasty food for all guests to enjoy. Also, preparing food for guest with specific allergy request.
Photographer
Greg and Sandra Scott, 404-522-5559
Photographer will be responsible for taking all of the pictures during the event. As well as the Life to Remember section for guests.
Driver
Tony Jones, 770-751-7078
The driver is responsible for the transportation of the birthday girl the night of the event.
Floral Designer
Michele Lend, 404-869-8858
Responsible for using expertise to design a floral layout that suits the wants and needs of the customer.
Communication
Business
Audience
Expected Action
Comm. Class
Input Method
Output Method
Frequency
Responsible Resource
Event Planner
All project members.
Submit issues as they occur, Weekly updates.
Mandatory
In Person
Meeting notes in Word format
Weekly
Sam
Event Coordinator
All project members.
Submit issues as they occur, Weekly updates.
Mandatory
In person
Meeting notes in Word format
Weekly
Sam
Equipment Technician
Project technician.
Submit issues as they occur.
Mandatory
Formal status report template
Executive summary
Weekly per the expected action.
Steve
Caterer
All project lead members.
Submit issues as they occur
Mandatory
Formal Status report template
Executive summary
Weekly per the expected action.
Crystal
Photographer
Project photographer.
Submit Issues as they occur.
Mandatory
Formal Status report template
Executive summary
Weekly per the expected action.
Crystal
Floral Designer
All project members.
Update project status weekly.
Mandatory
In Person
Meeting notes in Word format
Weekly
Phoenix
A. Method for Updating the Communication Plan
The communication plan will continue to be updated as long as there is a need for it after each weekly meeting. All communication needed changes will be brought to and approved by the Project Manager, Kendra Smith.
B. Existing Systems
There are meetings that are being held weekly by the Project Manager. These meeting address current statuss of the different projects that are needed for a successful party.
C. Escalation Process
All issues and risks are to be addressed at the weekly meetings, for those who it is mandatory to attend. Others will send formal status reports to the project manager via email. There is a contingency plan set in place for each person to use as a template for most issues that may occur. The person in charge of fixing that problem will then be set in to place for getting around the obstacle.
BUSINESS MEMO
This week it I used the previous projects to create my final project plan. After tweaking a few things to fit into the final plan, I was finally able to make this project plan work. The plan includes the table of contents, scope statement, work breakdown structure, network diagram, risk management plan, resource management plan, and communication management plan.
LESSONS LEARNED
Only after tweaking the resources around a little bit, I was able to get the budget back under
20, 000. The project went well because the customer did not have too many unrealistic demands and we were able to book all of the entertainment extras even on short notice. While doing this project, I learned that I can do things on my own. Even though it was a lot of work, I was able to complete each task by myself. I came into this project ready to be told what to do but I ended up having to take the reins and get the job done by myself. This project could have been a better experience for me if I had someone to split the responsibilities and the decisions with. With more than one head working together you get more ideas going around. Because I was working by myself, ideas came a lot harder than they would have on a team setting.
