Project Plan Sample Project title Managing wedding ceremony of James & Emily Postman. Project purpose Organising and overseeing smooth run of James & Emily Postman’s wedding. Background and strategic context On 1st of January 2012, James and Emily visited our office with a request to organise and manage their wedding ceremony. Following information was gathered during the meeting: They had engagement 3 weeks ago. Both of them are full time employed and do not have enough time to do the necessary arrangements. James live in Broadmeadows while Emily is resident of Keilor. Most of their friends and relatives are resided in Melbourne’s northern and western suburbs. They have provided a list of 85 guests. They will prefer any day during July 2012 for their wedding. They have shown concern over budget. Maximum allocation is $30,000. Wedding venue should be in northern or western suburbs. Other related projects NIL Project objective To organise and manage James and Emily Postman’s wedding during July 2012 and make arrangements for 85 guests. Scope table In scope Wedding arrangements. Out of scope (exclusions) Honeymoon and travel arrangements. Assumptions Constraints All 85 shortlisted guests will attend the ceremony. 1. James & Emily raised their concern on budget. They are looking for economic planning and arrangement within $30,000. 2. James & Emily requested to organise their wedding in July 2012. 3. James & Emily and most of their friends/ relatives live in Melbourne’s Northern suburbs. They prefer to organise event in nearby location. Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia www.couparangus.com.au Ver 1.0 | Created 2/10/12 | Last updated 9/10/12 Page 1 Project Plan Sample Project Sponsor: Version: 1 Date: 5/1/12 Project Manager: Zaheer Project Client James & Emily File Name: 31006213_21994_01. doc Page: 2 of 11 Deliverables Organising and managing James and Emily’s wedding ceremony. Governance Project client Project sponsor Project team : : : James & Emily Postman James & Emily Postman Project Manager (Zaheer) Team Member A (Alex) Key stakeholders Client Project manager Project team members Service providers Product suppliers : : : : : Team Member B (Sonia) James and Emily Postman Zaheer Siddiqui Alex Samuel, Sonia O’Brien Various Various Project plan Attached as an appendix. Gantt chart Please refer to attached workbook named gantt_chart.xlsx Activities schedule Attached as an appendix. Resource and cost plan Please refer to Project master plan and Activities schedule. Risk plan Attached as an appendix. Quality management plan Attached as an appendix. Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia www.couparangus.com.au Ver 1.0 | Created 2/10/12 | Last updated 9/10/12 Page 2 Project Plan Sample Communications and reporting Attached as an appendix. Project report James and Emily’s (client) wedding was organised and managed by team of three. Zaheer (myself) worked as Project Manager, while Alex and Sonia assisted as team members. A comprehensive project plan was prepared which included team responsibilities, time frame and budgetary allocations. All stakeholders were consulted at all relevant stages and communication chain was very strong. Team members were aware of project goals, scope and limitations. They had plenty of experience in organising similar events and had established network of reliable service / product suppliers. All these factors contributed in success of the project. Client allocated budget of $30,000; while team was able to provide all deliverable in time with $25,300 without compromising quality. A significant saving of $4,700, was highly appreciated by the client and team was able to get two referrals from them. Team member Alex booked wedding & ceremony venues, successfully negotiated excellent meal deal, booked limousine and managed booking with jeweller. He assisted team in all other relevant tasks as well. Team member Sonia, acted as liaison between client and the team. She kept well-informed James & Emily with all phases of the project. She also assisted team in various bookings such as dresses, DJ, wedding decorator, florist, hair & makeup artist and wedding night accommodation. She assisted team in all other relevant tasks as well. I booked photographer, designed, ordered and distributed invitation cards and other relevant stationery, submitted 'notice of intention to mary', organised wedding cake on very reasonable price, ordered bonbonniere and other relevant extras. I supervised and managed the overall project and other team members. I ensured that all tasks are completed on time and all deliverables are according to agreed quality standards. I made sure that on the wedding day, all phases run on time. I coordinated team members effectively, which lead to a successful event. In project conclusion meeting we analysed various aspects of the project. We found that printed stationery quality could have been better. Selected jeweller was bit dearer than some of his competitors. We made a note for our future events. Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia www.couparangus.com.au Ver 1.0 | Created 2/10/12 | Last updated 9/10/12 Page 3 Project Plan Sample Project plan / Schedule SNo Task1 Comments Assigned to Deadline Budget Sonia 2/1/12 1 Re-check guest list and confirm with James & Emily. 2 Prepare wedding plan and decide on budgetary allocations. Discuss budget with James & Emily and get approval. Team. 5/1/12 Sonia to get approval from James & Emily. $25,300.00 3 Select and book wedding venue for any available date in July 2012. Within Northern or Western suburbs. Booking will decide the wedding date. Alex 8/1/12 $6,000.00 incl. meals 4 Select & book ceremony venue including celebrant booking. Location should be close to wedding venue. Alex 9/1/12 $1200.00 incl. fees 5 Book photographer and videographer. Zaheer 12/1/12 $3,000.00 6 Book dresses (Groom, Bride, Groomsmen, Brides women). Hire only Sonia 20/1/12 $2,500.00 7 Wedding Stationery (Invitation cards, RSVPs, thank you notes, place cards, bridal registry cards). Design Zaheer 20/1/12 - Approval Sonia 24/1/12 - Order Zaheer 25/1/12 $1,000.00 10 Collection Zaheer 1/3/12 - 11 Distribution Zaheer 5/3/12 $100.00 First preference – Limousine. Can select another type due to budgetary constraints. Alex 12/1/12 $1500.00 8 9 12 Book wedding car. 1 Source : Task list originated from Wedding Checklists available on: http://www.bridesdiary.com.au/articles/articleDetail.aspx?id=80 http://www.brideonline.com.au/articles/planning/start-planning-the-wedding-checklist.htm#.UDin1FHXFUQ both links were accessed on 2/8/12. Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia www.couparangus.com.au Ver 1.0 | Created 2/10/12 | Last updated 9/10/12 Page 4 - Project Plan Sample SNo Task1 Comments 13 Select wedding ceremony music and book entertainment (DJ). Get preference from James & Emily. Organise music Sonia CD and book DJ. 12/1/12 $3,000.00 14 Decide on theme and colours to follow. Discuss with James & Emily and get their preference. Sonia 12/1/12 - 15 Book a wedding decorator. Sonia 14/1/12 $1,500.00 16 Florist – select bridal bouquets, button holes, Consult with James & Emily. Place an order. wedding ceremony and reception flowers. Sonia 15/5/12 $1,500.00 17 Book an appointment with hair and makeup artist. Check with James & Emily, if they have any preference. Sonia 15/3/12 $1,000.00 18 Book wedding night accommodation. Check with James & Emily, if they have any preference. Sonia 17/3/12 $300.00 19 Fill out ‘Notice of Intention to Mary’. Get James & Emily to sign. Zaheer 15/5/12 - 20 Book an appointment with jeweller for wedding bands. James & Emily to select. Alex 17/3/12 $1,000.00 21 Order wedding cake. Zaheer 10/5/12 $400.00 22 Re-check the menu and select the wines and Consult James & Emily. champagne. Sonia 10/6/12 $500.00 23 Finalise floor plan e.g. where the bridal table is, guest tables, DJ, where the band will play, where they will cut the cake, where the dance floor will be, where the MC and speech makers will stand. Team 20/6/12 - 24 Order bonbonniere and other wedding day extras e.g. confetti, wedding bubbles, rose petals etc. Zaheer 17/6/12 $500.00 Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia www.couparangus.com.au Ver 1.0 | Created 2/10/12 | Last updated 9/10/12 Assigned to Page 5 Deadline Budget Project Plan Sample Comments SNo Task1 Assigned to Deadline Budget 25 Document order of service for the wedding Consult James & Emily. ceremony and select/ write hymns, vows and readings. Team. 12/06/12 Sonia to consult James & Emily. - 26 Re-confirm all relevant bookings and orders. Team 1/06/12 - 27 Organise wedding rehearsal. Team 30/06/12 - 28 Supervise the ceremony. Team 5/7/12 - Project Sponsor: James & Emily Version: Date: Project Manager: 1 5/1/12 Zaheer Siddiqui Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia www.couparangus.com.au Ver 1.0 | Created 2/10/12 | Last updated 9/10/12 Project Client: File Name: Page 6 James & Emily Postman 31006213_21994_01_manage projects.docx Page: 5 of 11 Project Plan Sample Activities Schedule Phases & activities Re-check guest list and confirm with James & Emily. Prepare wedding plan and decide on budgetary allocations and get clients’ approval. Select and book wedding venue for any available date in July 2012. Responsibilities Resources - Guest list - Phone - Meeting room - Phone - Phone - Venues’ list Effort (hrs) 1 Started Deadline 2/1/12 Actually completed 2/1/12 Comment / Status Completed 2/1/12 4 5/1/12 5/1/12 5/1/12 Completed 8 6/1/12 8/1/12 8/1/12 Completed. Venue booked for 5th July 2012. Alex successfully managed to secure a package deal. $65 per head two course menu, with glass of wine and dessert. Function room & ballroom free. Select & book ceremony venue including celebrant - Phone - Venues’ list Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia www.couparangus.com.au Ver 1.0 | Created 2/10/12 | Last updated 9/10/12 8 7/1/12 Page 7 9/1/12 9/1/12 Client is happy with the date and booking. Completed Project Plan Sample Phases & activities Responsibilities booking. Book photographer and videographer. Book dresses (Groom, Bride, Groomsmen, Brides women). - Take sizes from James & Emily - Sit with the client and assist them to visit bridal shop’s website and select the dresses - Help them in browsing through the website Wedding Stationery: Design Approval Order Collection Distribution Book wedding car Select wedding ceremony music and book entertainment (DJ). Meeting with client, take CDs to choose OR ask for Resources Effort (hrs) Started Deadline Actually completed Comment / Status - Phone - Photo / Videographer’s list - Phone - Laptop - Mobile internet 1 11/1/12 12/1/12 12/1/12 Completed 8 15/1/12 20/1/12 20/1/12 Completed - Adobe Photoshop - Previous designs catalogue - Phone - Email - Phone - Mail - Mail - Phone - Laptop - Music CDs - Phone 8 16/1/12 20/1/12 20/1/12 Completed 2 20/1/12 24/1/12 24/1/12 Completed 1 1 8 1 4 25/1/12 1/3/12 5/3/12 10/1/12 8/1/12 25/1/12 1/3/12 5/3/12 12/1/12 12/1/12 25/1/12 1/3/12 5/3/12 12/1/12 12/1/12 Completed Completed Completed Completed Completed Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia www.couparangus.com.au Ver 1.0 | Created 2/10/12 | Last updated 9/10/12 Page 8 Project Plan Sample Phases & activities Decide on theme and colours to follow. Book a wedding decorator. Florist – select bridal bouquets, button holes, wedding ceremony and reception flowers. Book an appointment with hair and makeup artist. Book wedding night accommodation. Fill out ‘Notice of Intention to Mary’. Book an appointment with jeweller for wedding bands. Order wedding cake. Re-check the menu and select the wines and champagne. Finalise floor plan e.g. where the bridal table is, guest tables, DJ, where the band will play, where they will cut the cake, where the dance floor will be, where the MC and speech makers will stand. Order bonbonniere and other wedding day extras e.g. Responsibilities their favourite music title. Meeting with client. - Get client’s signature. Resources Effort (hrs) Started Deadline Actually completed Comment / Status - Laptop - Sample photos - Phone 4 8/1/12 12/1/12 12/1/12 Completed 1 4 13/1/12 12/5/12 14/1/12 15/5/12 14/1/12 15/5/12 Completed Completed - Phone 1 15/3/12 15/3/12 15/3/12 Completed - Phone 2 16/3/12 17/3/12 17/3/12 Completed - Phone - Forms - Mail - Phone 4 12/5/12 15/5/12 15/5/12 Completed 1 16/3/12 17/3/12 17/3/12 Completed - Phone - Phone - Meeting room - Meeting room 1 4 8/5/12 10/6/12 10/5/12 10/6/12 10/5/12 10/6/12 Completed Completed 4 19/6/12 20/6/12 20/6/12 Completed - Phone 1 16/6/12 17/6/12 17/6/12 Completed Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia www.couparangus.com.au Ver 1.0 | Created 2/10/12 | Last updated 9/10/12 Page 9 Project Plan Sample Phases & activities confetti, wedding bubbles, rose petals etc. Document order of service for the wedding ceremony and select/ write hymns, vows and readings. Re-confirm all relevant bookings and orders. Organise wedding rehearsal. Responsibilities Resources Effort (hrs) Started Deadline Actually completed Comment / Status - After team meeting, visit client to hand-in/ discuss prepared docs. - Meeting room 4 9/6/12 12/6/12 12/6/12 Completed - Phone 8 29/05/12 1/6/12 1/6/12 Completed - Team - Client - Venue - Team - All booked resources 4 30/6/12 30/6/12 30/6/12 Completed 8 5/7/12 5/7/12 5/7/12 Completed Supervise the ceremony. Project Sponsor: James & Emily Version: Date: 1 5/1/12 Project Manager: Zaheer Siddiqui Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia www.couparangus.com.au Ver 1.0 | Created 2/10/12 | Last updated 9/10/12 Project Client: File Name: Page 10 James & Emily Postman 31006213_21994_01_manage projects.docx Page: 9 of 11 Project Plan Sample Risk plan Risk Wet weather Marriage Celebrant – No show Likelihood (H / M /L) M Impact (H / M / L) L L H Photographer / Videographer – No show L H Missing guests. L L Various bookings L H Health & Safety L M Risk Response (Contingency Strategy) Responsibility - Wedding venue is undercover. - Ceremony venue is undercover. Both venues are 50 ft. apart and are joined with covered hallway. - Venue management ensured that courtesy umbrellas will be available for the day. Two confirmed guests are registered marriage celebrant. Alex will make sure that hallway is accessible on wedding day. Alex has checked with them, both are happy to take over, if nominated Marriage Celebrant fails to come. Venue management provide backup photographer / videographer services on 30 minutes notice. It is a fixed price service and will cost $4,500. No booking is required. Although James & Emily ensured that all guests are confirmed guests, still we will send them invitations and get RSVPs. Relevant team members will maintain regular contacts with service providers to ensure that all booked services and commodities are delivered in time. Venue management ensured that they have all measures in place for guests health and safety. Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia www.couparangus.com.au Ver 1.0 | Created 2/10/12 | Last updated 9/10/12 Page 11 Alex will re-confirm with all the three persons to make sure they are attending the wedding. Zaheer will make sure that booked photographer/ videographer arrives at least 1 hour before scheduled time. Zaheer will follow up RSVPs. Team members Zaheer will keep an eye on any Health & Safety concerns. He will inspect the venue at least three hours prior to the commencement of event and will perform health & safety inspection. Project Plan Sample Risk Likelihood (H / M /L) Impact (H / M / L) Risk Response (Contingency Strategy) Responsibility He will address any identified issues and will coordinate with venue management for in-time rectification. Project Sponsor: James & Emily Version: Date: 1 5/1/12 Project Manager: Zaheer Siddiqui Project Client: File Name: Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia www.couparangus.com.au Ver 1.0 | Created 2/10/12 | Last updated 9/10/12 James & Emily Postman 31006213_21994_01_manage projects.docx Page: 9 of 9 Page 12 Project Plan Sample Quality Management Plan Item Wedding venue Agreed quality standards Minimum 3 star. Recovery procedure Venue management assured that their quality service is of minimum 4.5 star. Their relevant insurances are in place and have long history and excellent reputation in organising such ceremonies. Ceremony venue Able to accommodate all guests with reasonable space for the ceremony. Photographer / Videographer Must be well experienced in wedding events. Dresses must be of highest available standards and within budgetary allocation. Dresses Stationery High quality print and heavy material. Wedding night accommodation Minimum 4 star. Project Sponsor: James & Emily Version: Date: Project Manager: 1 5/1/12 Zaheer Siddiqui Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia www.couparangus.com.au Ver 1.0 | Created 2/10/12 | Last updated 9/10/12 Project Client: File Name: Page 13 Their service agreement states that they will organise event in a five star hotel on their expense OR will reimburse the whole cost with $50,000 penalty if they fail to provide committed service. Venue management assured that they have long history and excellent reputation in organising such ceremonies. Two stand-by celebrants are attending ceremony as guest and are willing to assist if need be. Venue management do have backup services available on additional cost. ‘Light in the Box (http://www.lightinthebox.com)’ provide cheap and dress hire service and do have overnight delivery service. Vistaprint.com.au services are reliable and deliver products in 48 hours time. Hotel charter assures to provide minimum 5 star alternative service to the guests plus complimentary food, if they fail to accommodate pre-booked guests. James & Emily Postman 31006213_21994_01_manage projects.docx Page: 9 of 9 Project Plan Sample Communications and reporting Stakeholder Team Client Service providers Product suppliers Project Sponsor: James & Emily Information required/ to be communicated - Project information - Progress on all phases - Budget approval - Plan approval - Dresses selection - Stationery approval - Music selection - Colour theme selection - Floral products selection - Hair & makeup artist preference - Wedding night accommodation preference - ‘Notice of intention to mary’ documents; fill-in and signatures - Jewellery selection - Wine & Champagne selection - Order of service, hymns, vows and readings. - Wedding rehearsal. - Bookings - Confirmations - Bookings - Confirmations Version: Date: Project Manager: 1 5/1/12 Zaheer Siddiqui Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia www.couparangus.com.au Ver 1.0 | Created 2/10/12 | Last updated 9/10/12 Frequency Format Daily and weekly Refer to project plan for communication / interaction dates. - Team meetings - Emails - Phone - Email - Client meeting Refer to project plan for communication / interaction dates. Refer to project plan for communication / interaction dates. - Phone - Email - Letters - Phone - Email - Letters Project Client: File Name: James & Emily Postman 31006213_21994_01_manage projects.docx Page: 9 of 9 Page 14 Project Plan Sample Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia www.couparangus.com.au Ver 1.0 | Created 2/10/12 | Last updated 9/10/12 Page 15