Name
- J H R Madhubhashani
Admission No – AC / 0002046
Launching of 4Ever
Unisex Pimple Care
Cream
Course
- BA (Hons) Business and Management
Subject
- Project Management
University
- Leeds Trinity University
Table of Content
1.0 Overview of the Project
1.1 Project Purpose……………………………………………………………………....01
1.2 Project goals and objectives………………………………………………………….01
1.3 Project expectations……………………………………………………………….....01
1.4 Project deliverables…………………………………………………………….….…02
1.5 Roles and responsibilities………………………………………………………...02-03
1.6 Assumptions and constraints…………………………………………………….…..04
1.7 Project Exclusion…………………………………………………………………….04
1.8 Project Budget…………………………………………………………………..…....05
1.9 Launching Event Plan………………………………………………………….…06-07
2.0 Resource Acquisition………………………………………………………………………...08
3.0 Stakeholder Analysis………………………………………………………...........................09
4.0 Risk management
4.1 Risk Break Down Structure…………………………………………………………10
4.2 Risk Management Plan………….…………….………………………………….11-14
4.3 Risk Contingency plan………………………………………………………………14
5.0 Work Break Down structure…………………………………………………………..…14-15
6.0 Project Closure
6.1 Steps of Project closing……………………………………………………………......16
6.2 Monitoring review……………………………………………………………..…...…17
7.0 Project management
7.1 Project Management Approach………………………………………………. …...….18
7..2 Team Management Approach………………………………………………….……..19
7.3 Team dynamics………………………………………………………………………...19
i
8.0 Gantt Chart…………………………………………………………...………………………20
9.0 Network Diagram and Critical Path Analysis………………………………………….…....20
10.0 Analysis of Project Management Techniques………………………………...…...…....21-22
11.0 References…………………………………………………………………………………..23
Annexure
01 Activity List ………………….……………………………………………………….…..24-25
ii
1.0
Overview of the Project
1.1 The project purpose
Today, most males and females use whitening beauty products in order to have a beautiful
and glowing skin without knowing how dangerous are. With the continuous usage, they have to
face pimples, acnes, pores and other kinds of skin imperfections as they are containing high
amounts of harmful chemicals. As a solution for this, 4Ever Cosmetics Company has
manufactured a new Pimple Care Cream called ‘4Ever ABC Unisex Pimple Care Cream’. It
helps to remove pimples while nourishing the skin. Therefore, this project aims at holding the
launching event of the new product.
1.2 Goals and objectives
•
Create the awareness and credibility about the product among customers
•
Increase the Company’s reputation
•
Attract the relevant market (People who are suffering from pimples) by 50% at the end of
year 2022
•
Increase the cross selling of new product to existing customers by 30% at the end of year
2022
1.3 Project Expectations
o Make participating the most popular celebrities to the event.
o Make high communal participation to the event
o Setting up live stream of the whole event
o Uploading the event to the social media including Facebook, Instagram, YouTube and
TikTok
1
1.4 Deliverables
I.
Tangible Brochures
 Free giveaway pack
 Project plan
 Invitations
 Invitees
II.
Intangible Product awareness
 Sales
1.5 Roles and Responsibilities
Role
Project
manager
Responsibilities
Name
✓ Developing the project plan
J H R Madhubhashani
✓ Manages the project according
to the plan
✓ Selecting project team members
✓ Communicating with the higher
management
✓ Direct the team members to the
project objectives
✓ Handling problems
✓ Manages the project budget
Project
Sponsor
✓ Approving the project budget
✓ Make sure the availability of resources
2
S J Peiris
Project team
members
✓ Complete the project tasks and responsibilities J M K T Jayasundara
within the given time
M C Kumara
✓ Fulfilling overall project goals and objectives
G V S Karunarathna
✓ Documenting the proceeds
A G Peiris
A A T Nanayakkara
K H M Kahndawa
M Tharulka
M S M Naeem
K T Nayomi
B G Premarathna
Business
analyst
✓ Identifying marketing trend
K M P Fernando
✓ Analyze and document project requirements
✓ Solve issues related to resources
Event Planner
✓ Organizing the launching event complying
H T Veronica
with the project plan
✓ Ensuring the decorations, lighting and other
things match with the theme
✓ Manage facilities such as catering,
entertainment, transportation and invitee list
Financial
specialist
✓ Handling expenses
K T Sahan
✓ Financial reporting
✓ Monitoring the budget
Digital media
expert
✓ Co-ordinating with media and celebrities
✓ Acts as the formal spokesman
✓ Conduct press conference(Grace L. Duffy,
2011).
3
S S L Narayana
1.6 Assumptions and Constraints
Assumptions
✓ The project manager ensures that all the team members are available in time as
needed to complete the tasks
✓ The project team members adhere to the project plan and follow the guidelines
✓ The project plan may change with the new information and findings
✓ The team is not overloaded or stressed with the work
✓ The team members are willing to change the marketing strategies to get more
competitive advantage
Constraints
o Funding sources are limited
o Inconsistency of resources available
1.7 Project Exclusion
✓ Developing or marketing of product
4
1.8 Project Budget
Description
Cost (Rs:)
Hotel charge (Including breakfast and lunch)
1,000,000.00
Decorations
280,000.00
Speakers and Sound equipment
200,000.00
Invitation cards and brochures
50,600.00
Photographer and videographer
150,000.00
Salary and wages
1,900,000.00
Transportation cost
200,000.00
Music Band
180,000.00
Dancing group
100,000.00
Press conference
200,000.00
Free Giveaways
750,000.00
Web Research
100,000.00
Other Research
80,000.00
Other Expenses
200,000.00
Total
5,390,000.00
5
1.9 Launching Event Plan
1
Tasks
Features
Specification
Choose the audience
-The people who are beauty
Anyone who is interested
concerned
-The people who are suffering
from pimples
2
Choose the venue
-Easy access
XYZ Hotel
-Easy parking
-Modern and Creative
-Good hospitality
3
Scheduling the time
Convenient time
9.00 a.m.
4
Inviting the people
The people who can make a
Models, beauticians,
positive impact about the
Social Influencers, Retain
product among customers
and wholesale
businessmen, stakeholders
5
Select a theme
Attracts the people and make
Spring
memorable
6
Decorations
Related to the theme (colors,
PGS Decorations
flowers)
7
Foods and beverages
Breakfast and lunch
Supplied from the Hotel
8
Photographer and
Professional and flexible
J Studio
Professional and flexible
BJ Sounds
Videographer,
9
Sound suppliers and
other technical team
10
Lighting
Bright color lighting
APS Kumara
11
Entertainment
English Classical music
Divine Band
12
Inviting Media
Professional media team who
H Tv, Beauty Channel
gives a quality coverage
6
13
14
Inviting Journalists
Printing invitation cards
English and Sinhala journalists
B Rebecca, M K T
who can reach to every reader
Ranatunga
Related to the theme
K Printers
Boost sales
Free giveaways
and brochures
15
Personalize the
experience
7
2.0 Resource Acquisition
Input
Tools
➢ Resource plan
➢ Budget reserve for
resources
➢ Project documents
•
Resource
schedule
•
Stakeholder
Register
•
Output
➢ Decision making and
analysis
team
➢ Negotiation with other
Project Managers
➢ Pre-assignment from
other projects
➢ Acquire resources
outside the Company
Risk
Register
•
➢ Appointment of project
Stakeholder
Register
8
➢ Updated Event plan
➢ Updated Budget
➢ Team Assignment
document
Project Resource
calendar(2019).
3.0 Stakeholder Analysis
Stakeholder
Employees
Perception
o Stability in the job and salary
o Opportunities to learn and development
o Maintaining quality of work life
Customers
o Quality and effective product
o Affordable price
o Reliable delivery
Owner
o High profit and market share
o Stability of the business
o Continuous developments
Investors and
o Providing funds
share holders
o Directly influence to the operations
Suppliers
o Supplying of resources and materials
Regulators
o Being complied with rules and regulations
Government
o Contribution of taxes
o Contribution to the Gross Domestic Production through the success of
business
Media
o Better brand recognition through broadcasting (Egorova et al., 2009).
9
4.0 Risk Management
4.1 Risk Break Down Structure
4Ever ABC Launching
Event
Technical
Management
Internal
-Hardware
-Communication
-User Support
-Suppliers
-Software
-Estimates
-Executive support
-Competitors
-Network
-Resources
-Team support
-Cash flow
External
-Environmental
(Sigmund and Radujković, 2014)
10
4.2 Risk Management Plan
1) Identify the event and stakeholders
Event
-One-off beauty event
-Local event
-Launching a cosmetic product (4Ever Pimple Care Cream)
Stakeholders
-Sponsors
-Government
-Customers
-Media
-Regulators
2) Identify the risks
Methods of identifying risks
-Brainstorming
-Analyze past event records
-Talk with other similar event organizers
-Talk to participants and volunteers
-Analyze product launching events in Internet, magazines and various publications
3) Identify controls for risks
-Avoiding
-Mitigating
-Transferring
-Retaining
11
4) Carry out a Risk analysis
Risk Identification
Type of risks
1 Financial Risk
2 Organization
Risk
Identification
Response
•
Increasing inflation
Identify, measure the risks and
•
Exceeding the planned budget
accept the level of risk that can
•
Reducing the budget
be borne
•
Internal conflicts
Compliance and regulations,
•
Communication issues
good communication and
understanding help to mitigate or
avoid the risk
3 Resource risk
4 Technical risk
•
Availability of resources
Identify the risks as early as
(Labors, equipment, supplies,
possible and develop a risk
facilities)
mitigation plan
•
Cyber attacks
Identify the causes of risks and
•
Service outages
determine possible solutions to
manage or prevent risks
12
5) Evaluate the risk
Risk Assessment
Potential Risk
Potential Risk Elimination
Risk in Matrix grid
Failure in the
Predefined risk before research on
Medium
meeting of
market
customer needs
Expenses on
Balanced between time, required fund
launching the
and quality of marketing channels
High
product
Durability of the
Estimation on the life cycle of the
process of
product launching
Low
launching product
Complicated
Limitations on accepted risks
High
Need of critical
Monitoring and planning critical risks
Medium
resources
and developing practices and plans
Product price
Responding to the reaction of the
extending market
competitors with detailed estimation
launching process
Low
expectation
Use of new
Proper testing of the technology and
technology
tools introduced
Competence of the
Project manager with good experiences
new product
is involved
Adequate Supplies
Proper Inventory Management
13
Medium
Medium
Low(2007).
6) Write the Risk Management plan
It is consisted of,
-Risk Management Plan
-Incident/Accident Register
-Post-event Report(2007).
4.3 Risk Contingency Plan
Type of
contingency
Power
failure
Current status
3 hours per
day in the
daytime
Alternative
arrangement
A generator is
installed
Who to
inform
Team
Manager
A solar panel
is fixed
(Lighting)
Less public Poor public
participation assistance
Make a
Team
communication Manager
strategy plan
Cancellation Low
of music
entertainment
band
attendance
Coordinated to
hire a DJ
Team
Manager
5.0 Work break Down structure
14
Action Plan
Target date
The solar panel As soon as
and the
possible
generator are
made available
standby with
the fuel
Review the
communication
strategy and
change
Hire a DJ and
carry on
As soon as
possible
As soon as
possible
(Alexandros,
2018).
Launching 4Ever ABC
Pimple care Cream
Planning Phase
1.0 Pre-launching
1.1 Press Release
1.2 Press Conference
1.3 Launching Event planning
1.3.1 Setting goals and objectives
Executing phase
2.0 Launching
2.1 Welcoming guests
2.1.1
Sitting arrangements
2.1.2
Foods and beverages
2.2 Product launching
1.3.3 Choose venue
2.3 Speeches
1.3.5 Select audience
2.3.1
Owner
2.3.2
Main guests
2.3.3
Stakeholders
1.3.6 Select invitees
1.3.7 Decide a theme
2.4 Entertainment
1.3.8 Select decorations
2.4.1
Musical band
1.3.9 Select Videographer and
2.4.2
Dancing group
2.4.3
Video and photographing
Photographer
1.3.10 Select media and journalists
1.3.11 Select Music Band
1.3.12Select Dancing group
1.3.13Brochures and Invitation
cards
3.0 Post-launching
3.1 Collecting statistics
3.1.1 Sale figures
3.1.2 Attendee figures
1.3.2 Setting up team
1.3.4 Schedule time
Monitoring phase
2.5 Media coverage
2.5.1
Recording event
2.5.2
Live recording
2.6 Free giveaway
2.7 Project completion
1.3.14Design plan
1.3.15 Approval
1.3.16Design budget
1.3.17 Approval
1.4 Risk Analysis
14.1 Risk Identification
1.4.2 Risk Assessment
1.4.3 Risk Contingency Plan
1.5 Plan Implementation
15
3.2 Review process
6.0 Project Closure
6.1 Steps of Project closing
Steps
i.
Goal
Finalize and transfer all tangible and
Shift ownership to the client
intangible deliverables to the client
ii.
Confirm the completion of project
Finalize all agreements, documents, accounts
and close the project
iii.
Review all agreements and
Obtain feedback from each one who worked
documentation
on the project
iv.
Measure the satisfaction of the client
Obtain feedback from the client
v.
Make the project Closure report
This is an overview of whole the project
which is prepared for the senior management
vi.
Get the approval
Obtain the approval from stakeholders and
senior management after reviewing the
project and close (KÜÇÜK).
16
6.2 Monitoring Review
Category
Goals and Objectives
Criteria
All goals and objectives have
achieved
Deliverables
All deliverables have
achieved
All deliverables have gained
by customers
Tasks
All tasks have completed
Risks
All risks have mitigated,
prevented, transferred or
retained
Budget
Budget was sufficient
Timeline
Timeline was as planned
YES- √
NO- X
17
Achievement
7.0 Project Management
7.1 Project Management Approach
The DMADV design of Six Sigma methodology is used to launch the new product ABC. It
refers to define, measure, analysis, design and verify.
•
Define
It defines purpose, goals and objectives, deliverables and scope of the launching event.
•
Measure
It measures and identifies the characteristics of the target audience.
•
Analyze
It analyses all data to design a best and perfect launching event. The team look over for the latest
trends, latest designs of decors, schedules and the way of carrying an event via google, YouTube
and other social media.
•
Design
After analyzing all the features, the Project Manager design the Event Plan and budget plan.
•
Verify
Finally, the designed event plan and budget plan are confirmed to be implemented (Selvi and
Majumdar, 2014).
18
7.2 Team Management Approach
The matrix organizational structure where team members report to their department heads as
well as Project manager is established
For instance, members who are engaged in financial activities report to the financial analyst and
then financial analyst reports to the Project manager.
Following this structure helps to develop skills of team members as they work with more than
one manager. Communication are coordination are developed throughout the entire project. It
brings highly skilled team members in different departments together and finally resulting an
effective launching event project. It makes easier the flow of information as the decisions and
orders circulate in horizontally and vertically. As there are team member from different
departments, working assigned works together results high efficiency and less time consumption
(Schnetler et al., 2015).
7.3 Team Dynamics
➢ Every team member understands their duties, responsibilities, roles and overall goals and
objectives of the project
➢ They are vigilant to identify mistakes and correct them quickly
➢ They are willing to have open and frequents discussions related to problems, issues, and
other challenges
➢ There is a mutual trust and respect among each team member towards others
➢ They resolve internal conflicts through discussions
.
19
8.0 Gantt Chart
9.0 Network Diagram and Critical Path Method
20
10.0 Analysis of Project Management Techniques
Gantt Chart
Henry Laurence Gantt is the founder of Gantt Chart between 1910 to 1915. This illustrates the
activities of a project according to days, weeks, months, quarters and years (Ramachandran and
Karthick). The Gantt chart helps me to identify all the activities, categorize main activities and
sub activities of the project. There are 5 main activities and 31 activities altogether with sub
categories according to the project. It takes 59 days to complete the entire project and those 59
days are represented by how much duration it takes to start and finish. This helps me to use time
effectively and productively. My team members also get a clear picture about the time frame
about work initiation and completion. It also depicts which member is responsible for each task.
As it shows task dependencies, my team is able to know which task should be completed to start
the other task. Hence, it shows a flow of activities, it is very easy to manage the whole project.
However, the creation of Gantt chart is a complex and time-consuming task. As there are 59
activities, I have to work hard to create it.
Work Break Down Structure
WBS is a hierarchical way of representing all tasks of a project in order to accomplish its
objectives and deliverables (Alutbi, 2020). As the WBS is an illustration of overview of the
project, it makes easier to monitor all the activities of the project. Therefore, it helps me to
categorize all activities into manageable pieces which are needed to be completed to acquire the
related deliverables. According to that, the main tasks are pre-launching, launching and postlaunching and there are number of tasks under each main task. Identifying, estimating,
scheduling and budgeting are being facilitated according to the WBS. As the tasks are more
organized and well planned, the execution of the event can be done effectively. However, it takes
hours to build a WBS as there are more activities. It does not show the critical and non-critical
activities of the event.
21
Critical Path Analysis
They are the activities which take longest time to complete. So, it shows the shortest time
duration to complete the project. If the critical activities get delayed, the whole project has to
experience delays (Santiago and Magallon, 2009).
The CPM helps to estimate the minimum and maximum time durations it spends to start and
finish tasks. As a result of analyzing critical path, it helps me to finish the project without any
delays as I get to know what are the critical activities. According to my project, all activities
except Press conference (B) are the critical activities. It means I am not able to make any delays
in those tasks. In contrast, I can make delays for the activity B and it does not affect to the
overall delay of the project. Therefore, this is a way of prioritizing activities. It also shows the
relationship (dependencies) of each activity clearly
22
11.0 References
Alexandros, A., 2018. Risk Management in new poduct development. Risk Management in
NewProduct Development, February.p. 39.
ALUTBI, M. 2020. WORK BREAKDOWN STRUCTURE (WBS).
Edureka, 2019. What is Project Resource Management and How to Perform it?. [Online]
Available at: https://www.edureka.co/blog/project-resource-management/
[Accessed 07 June 2022].
EGOROVA, E., TORCHIANO, M., MORISIO, M., WOHLIN, C., AURUM, A. &
SVENSSON, R. B. Stakeholders' perception of success: An empirical investigation.
2009 35th Euromicro Conference on Software Engineering and Advanced Applications,
2009. IEEE, 210-216.
Grace L. Duffy, J. W. M., 2011. Roles and Responsibilities for Launching Teams. Public Health
Foundation.
KÜÇÜK, Ö. The Last Process Of Project Management: Closing And Needs To Be Done.
New Zealand Government, 2007. Risk Management of Events, Wellington: s.n.
RAMACHANDRAN, K. & KARTHICK, K. Gantt Chart: An Important Tool of Management.
SANTIAGO, J. & MAGALLON, D. 2009. Critical path method. CEE320, Winter 2013.
SCHNETLER, R., STEYN, H. & VAN STADEN, P. J. 2015. Characteristics of matrix
structures, and their effects on project success. South African Journal of Industrial Engineering,
26, 11-26
SELVI, K. & MAJUMDAR, D. 2014. Six Sigma-Overview of DMAIC and DMADV.
SIGMUND, Z. & RADUJKOVIĆ, M. 2014. Risk Breakdown Structure for Construction Projects
on Existing Buildings. Procedia - Social and Behavioral Sciences, 119, 894-901.
23
Annexure 01
Activity List
Task
Duration
Type
Predecessor
(Days)
Pre-launching
A
Press Release
1
S
-
B
Press conference
1
S
A
Launching Event Planning
C
Setting goals and objectives
4
S
A
D
Setting up team
5
S
C
E
Choosing venue
3
S
D
F
Scheduling time
2
S
E
G
Choosing audience
4
S
F
H
Choosing invitees
3
S
G
I
Deciding theme
2
S
H
J
Choosing decorations
2
S
I
K
Choosing videographer and photographer
3
S
G
L
Selecting media partners and journalists
4
P
K
M
Choosing music band
2
P
L
N
Choosing dancing group
2
P
M
O
Designing brochures and invitation cards
5
P
N
P
Designing plan
6
S
O
Q
Approval
2
S
P
R
Designing budget
5
S
Q
S
Approval
2
S
R
Risk Analysis
24
T
Risk Identification
3
S
Q, B
U
Risk Assessment
4
S
T
V
Making Risk Contingency plan
4
S
U
W
Plan Implementation
12
S
V
X
Event launching
1
S
W
Post-launching
Y
Collecting statistics
2
S
X
Z
Review process
3
S
Y
P- Parallel
S- Sequential
25