Wedding Project Management at the DC Church - Case Study Example

Wedding Project Management The Project described below is for the Wedding Ceremony that will take place at the DC Church. The project has stakeholders who are coordinating the events and other matters that affect the success of the service. There are various activities that are planned to take place and will be organized by the committees. The committee will ensure that food will be served at the ceremony after the conclusion of the event. The project milestones will be evaluated, and the scope and reviewed from time to time to make sure the success of the event. The committees and the contracts will be terminated after the conclusion of the game. Table of Contents 2. Project Charter 5 3. Stakeholders 7 4. Project Management Plan 9 5. Collect Requirements Process 11 6. Project Scope Statement 12 7. TECHNICAL REQUIREMENTS 12 8. ACCEPTANCE CRITERIA 13 9. Project Title: Wedding Project 14 10. Define and Estimate Activities and Resources 15 11. Deliverables List by Team 17 12. Scheduling 18 13. Plan Risk Management 18 14. Risk Contingency Plan 21 16. Plan Quality Management 21 17. Measure Project Quality 22 18. Assure Quality 22 19. Quality Control 23 20. Quality Management Plan 24 21. Develop Human Resources Plan 26 22. Core Team 27 23. Communication Management Plan 27 24. Cost Estimation 29 25. Project Summary 33 26. Execution PHASE 34 27. Team Assessment 34 28. Distribute Information 35 29. Schedule Variance: 37 30. Risk Monitoring and Control 38 31. Project Change Control 39 32. References 43 33. Appendix 44 Initiating Process Group 2. Project Charter Project Title Wedding Project Organization Church Start Date 20th June 2015 End Date 8th August 2015 Project Champion Church Council Description &Justification It is a tradition for the church that when one of their members is marrying they organize a wedding ceremony. This time one of the long serving church members has planned to marry this year, and the church is planning to have a colorful event. Justification: 1) it is church tradition with its practice dating back its inception. 2) The wedding is the only God’s way to enter the marriage institution. 3) The wedding ceremony is symbolic of moving from the young stage to the maturity level and ready to start a family. High-Level Requirements A six to eight hours wedding ceremony with entertainment and drinks and foods will be organized in the Church. Success Criteria& Who Measures it. 1) Members are encouraged to participate fully to assist their fellow member as he prepares to tie the knot. 2) The ceremony will start go on without interruption- Project Manager. 3) After the honeymoon, the assessment revealed the enormous success of the event- Church Chairperson and Project Manager. Stakeholder List The key stakeholders are bride and bride groom, church priest, and the congregation. Project Budget $ 8,000 Milestones Members’ contribution should be made before 1st July. Prepare the venue before the 8tyh august 2015. Preparation for the event completed by 7th August 2015. Assigned Project Manager, Responsibility and Authority Level Carlos John is assigned project manager. He will report to the church committee, Church chairperson, Church priest and the couples. Carlos has the responsibility to charge the members extra fee to cater for the projected budget. Signatures Church Priest Rev. Luther 3. Stakeholders Stakeholder Interest Rev. Luther Church Priest- Project Sponsor Mike Bahaman Church chairperson- Project Sponsor Edmond Eliot Systems Operator Garry Cooper Youth Leader Esther Leah Logistics Eunice John Entertainment Director Rumford Nelly Couples Chairperson Einstein Duke Decorations Coordinator David Kerry Refreshment Coordinator Stakeholders Register & Management Strategy Stakeholder Stakeholder Rank (High/Med/Low) Role Goal Rev. Luther High Power, High Interest Leading the congregation to contribute towards the event. Guiding the church the members towards the success of the wedding ceremony. Mike Bahaman Medium Power, High Interest Logistics of the venue Making sure that the site is well organized before the day of the event. Edmond Eliot Medium Power, Medium Interest Organize all the operations are working well. Ensure the systems are okay and in good working conditions. Organize every system for the success of the event. Garry Cooper Medium Power, High Interest Organize the youths to fulfill their duties. Participating in the event and assisting in all preparations that involve them. Esther Leah Medium Power, Medium Interest Organize venue and all the means of transport. Organize the venue and the pay for the hired cars and other transportation facilities. Eunice John Medium Power, Medium Interest Ensure, the Department of entertainment, is fully equipped. Making sure that the right entertainment will be availed at the right time. Rumford Nelly Medium Power, High Interest Communicates with the couples to be and give them relevant advice. Help the couples to be to acclimatize to the new role. Advice them accordingly and help plan their event well. Einstein Duke Low Power, Low Interest Provides decorations Make the event colorful. 4. Project Management Plan Project Name: Wedding project Project Charter, The wedding project has been approved by the Church Committee. This project will give rise to the official wedding of the two who have been dating for the last two years. Constraints: the entire funding is from the church members, and the success of the event depends on them. Scope Statement: The number of people who are to grace the event should be well catered by the budget. The schedule should allow all the members to make their contributions, and the cost of the event should be manageable. The plan should be reviewed and approved if it is worthwhile. WBS: On the appendix Schedule: Summarized on the Gant chart. Milestones Fundraising- June 20th, 2015 Prewedding-30/6/2015 Plan for all cost 18/6/2015 Post wedding survey-20/8/2015 Subsidiary Plans Cost Management Done over the whole duration. Quality Management is Observed throughout. Human Resource Management Planned well. Communications Management A good network is embraced. Risk Management All the risks are addressed. 5. Collect Requirements Process Requirement Document Category Requirement Stakeholder Acceptance Criteria Funding Project funding Church members and the committee The expected amount to be stated and communicated. Decorations Colorful designs Church youth Youth leader leads the other members to support. Food Dinner Sky Caterers Contract signed, and an agreement made. Entertainment Sound system DJ Socrates Volunteered to offer the service Drinks Coca-cola Suppliers- organized by Mike Final details submitted on costs and expenditure. Transport Three cars Zhu Travelers 6. Project Scope Statement PROJECT OBJECTIVE Organize a wedding for the new wedding couples on 8th August 2015. DELIVERABLES Total estimates Wedding plans and expenditure Contract from transport services Entertainment volunteering Food and drinks contract Flyers and cards for invitation MILESTONES Fundraising on June 20th, 2015 Prewedding on June 30th, 2015 Organize a venue on 7th August 2015 Wedding invitation cards send 1st July Contract for dishes and drinks taken 1st August Preparation for the wedding completed on 6th August 2015 Post analysis survey 20th August 7. TECHNICAL REQUIREMENTS DJ is a church choir member has been practicing with the church choir for last five years. Caterers are a renowned for the services they offer with wide range of cuisine. The transport services will be provided by the Xuhui travelers ASSUMPTIONS Church will be used as the venue. Church members will fund half of the budget by their pledges. Church priest is the presiding clergy at no cost. DJ services offered by a volunteer. LIMITS AND EXCLUSIONS (Constraints) Wedding couples to suggest their preferred music mix. Caterers to offer the plates and spoons for serving. The transport services are time bounded. RISKS Power shortages can interfere with the entertainment. The services offered outside the building can be interrupted by weather. REVIEW OF FINAL DELIVERABLES (Rev. Luther) Formal sign off 8. ACCEPTANCE CRITERIA Signatures Work Breakdown Structure (WBS) 9. Project Title: Wedding Project Project Manager: Carlos John MILESTONE LIST 10. Define and Estimate Activities and Resources Activity List Activities Effort Resource Creating the priorities and requirements 1 Planning Analyst Music collection and DJ rehearsal 1 DJ Specialist Project supervision and development 1 Project Manager Planning all the ceremony activities 1 Project Manager Travel and costs related to the transport 2 Church chairperson- paying for the actual cost Catering and refreshments 1 Responsible stakeholder Entertainment 2 DJ and the church choir Photos and recording 1 Camera (2) video recorder (1) Planning for the honeymoon venue 1 Couples to be Entire project management 1 Project Manager Activity Durations Activity Durations Activity Duration (days) Planning for the ceremony and identifying the requirements 14 Ceremony funding and collection of pledges 2 Invitations and card production 2 Project management in every aspect 60 Preparing the event 15 Ceremony day 1 Project closing 1 Plans-identifying foods, drinks, and music 2 Complete documentation 4 11. Deliverables List by Team Team (Work Resource) Activities Team 1 Organize and plan for the event. Team 2 Collect the contributions from the members. Team 3 Contact all the institutions that will offer the services. Estimate Activities Resources Activity Resource Type Quantity Requirements Work – Business Analyst 1 Wedding funding Work- total cost estimates 1 Planning each ceremony activity Work- church committee 1 Project management Work- project manager 1 Travel- all the forms of transport Work- all the costs 2 Entertainment Work- DJ 1 Dinner and refreshments Work-All the contracts paid 2 12. Scheduling 13. Plan Risk Management Risk Type of Risk (Good or Bad (threat) Consequence or Impact Weather challenges Rain or adverse heat conditions Interrupting the ceremony Power loss Blackouts Music interruption and entertainment in general Shortage of food The turn can be too big People fail to get satisfied Rank the Bad Risks (Threats) 1----------------------------------------------------------------------------- 0 Probability High Rain disrupt the event Medium Power loss Low Food shortage Low Medium High 0 Impact ----------------------------------------------------------------------------- 1 Risk Register– Quantification and Risk Response Strategy How can the consequences of the highest severity risk be reduced? Risk Rating Before Risk Response (H, M, L) Response. Example, Prevent, Mitigate, Transfer or Accept (threats), or Enhance, Share (good) Rating after Risk Response (H, M, L) Weather interference H Accept: go on with the event and probably rent a tent. H Power loss M Mitigate: Have standby power generator. M Food shortage L Prevent: Have standby food stuff to prepare in case there is a shortage. L 14. Risk Contingency Plan Risk Risk Trigger Contingency Steps should the risk materialize Rain interruption none The sheltered tent can offer refuge to the participants Power loss Black outs Church will get the standby generator 15. 16. Plan Quality Management Plan Quality Quality Roles and Responsibilities Role Responsibility Project manager Organize and oversee the success of the ceremony Sponsors-Church priest Oversea the ceremony DJ Entertain the guests Food and drinks coordinator Ensure that there are enough food stuff Define Quality Approach Quality Goal/Attribute/Standard Person or Entity Responsible Full participation Project manager Safety Church Chair person Order of the ceremony day Presiding priest 17. Measure Project Quality Term Definition Goal Paricipation All the church members agree to attend Full representations Safety Church Chairperson to give guidelines No probable interruption on security matters Order of the ceremony day Presiding Priest to give the order of events All the events and activities followed to the letter 18. Assure Quality The full participation is the key foe the success. Project Manager to direct and advice where possible. Committee to perform their duties efficiently. 19. Quality Control Quality Control Action Person or Entity Responsible Participation and attendance Project manager Entertainment Church DJ Food and Drinks Refreshment coordinator Engagement Project manager 20. Quality Management Plan Summary of the previous Section Quality Management Plan Project Title: Version: Date: Overview: Participation, safety, and the orderliness are to be evaluated for the success. Quality Responsibilities and Quality Roles: The above key aspects have to address carefully for the success of the event. Quality Assurance Approach: The quality assurance shall be evaluated from the above key aspects. Quality Control Approach: Review of the key factors. Quality Improvement Approach: Traveling the nearby park to take some photos. Tools, Environment and Interfaces: Excel sheets will be used for planning and budgeting. Quality Reporting Plan: The committee will be meetings twice a week to get enough data. 21. Develop Human Resources Plan Human Resources Plan Project Title: Wedding Project Version: Date: Roles and Responsibilities: The project manager handles making the ceremony a success. Church committee should ensure all the church contributions are made on time. Staff Acquisition: The ceremony will hire services from caterers, and transportation but other resources will be acquired by the church congregation. Staff Release: After the ceremony and post assessment, the committees will be dissolved. Training: The DJ and the dancers will rehearse a week before the ceremony. Performance Reviews: The project manager will review all the duties allocated to various groups. Regulation and Policy Compliance: Abide to all environmental conservation law. 22. Core Team Name Location: City / State E-mail Phone 1 Rev. Luther church priest- project sponsor 2 Mike Bahaman church chairperson- coordinating the church committees 3 Edmond Eliot systems operator-liaising with all stakeholders to make the event a success 4 Garry Cooper youth leader- assist in organizing the church 5 Esther Leah logistical organizer 6 Eunice John coordinating the entertainment 7 Rumford Nelly chairperson of the couples who will be advising the new couples 8 Einstein Duke decorations officer of the event 23. Communication Management Plan Message Description (What is it about?) Audience (Who is invited?) Method (How are you communicating?) Frequency (When and how Frequently?) Sender (Who is sending it?) Starting Meeting Stakeholders and Project Team gets together The entire team and Sponsors and stakeholders Email and Phone Calls Once Project Manager Requirements Meeting Identifying Party needs Project Team + Sponsors Email and Phone Calls Once Business Analyst Project Management Meetings Review Progress. Review PM documents and update them. Team Email Every Friday at Noon Project Manager Milestone Meetings Team meetings to address progress on entertainment, meals, etc Project Team + Sponsors Email Each Milestone Project Manager Project Completion Meeting Administrative Closure Project Team Email Once Project Manager 24. Cost Estimation Method 1: ANALOGOUS ESTIMATE OF EFFORT or COST Used for Early Estimate or Individual Activity Estimate Previous Similar Project Previous Project Effort (Column 2) Multiplier defining complexity of current project (Column 3) Current Project Estimate (Column 2 * Column 3) The project manager managed a wedding ceremony for sister to the bride $ 8000 total cost 1.5 $ 8000 * 1.5 = $12,000 Note: Effort is Size of effort and unit of estimation is Work-Hours or Work-Days and Work-Months. Method 2: PARAMETRIC METHOD Parametric Estimate Unit of Measure Column 1 Size of Current Project Column 2 Parametric Project Estimate (Column 1 * Column 2) Per person $ 20 500 500 * $20 = $10000 Method 3: THREE POINT METHOD Pessimistic Estimate (Longest duration- 1% probability) Likely Estimate (98% probability) Optimistic Estimate (Fastest duration -1% probability) Expected Duration (P + 4L +0)/6 Total cost of the cost $ 9,000 $ 10000 $ 9000 Optional: Add the following budget for greater confidence. Add One Standard Deviation to Mean: (P – O) / 6 (68% confidence) = Add Two Standard Deviations to Mean: 2 * (P – O) / 6 (95% confidence) = Method 4: WBS METHOD In this way, you would typically add up the effort associated with all the packages. Since such an estimate occurs are the WBS has been created, you would be using a tool such as MS Project to roll up your estimates. You should consider Human, Materials, Costs and other expenses including procurement. The next template gives you an opportunity to assess such costs. Detailed Cost Estimates for an Activity In the template below, we show you a comprehensive bottom-up a cost estimate for one activity of the Picnic project. The template below identifies estimates for complex activities. Activity Cost Estimates WBS ID Activity Start Date: 20th June 2015 Action End Date: 8the August 2015 Description of Activity: The services rendered Human(Work) Project Personnel Project Manager Cost Per Hour (include all expenses such as Taxes and Benefits) $ 60 Hours 10 Total Multiple Cost by Hours Worked $600 Materials Material Name Flowers Cost Per Unit $ 5 Quantity 100 Total Multiple Cost per unity by Quantity $ 500 Costs Project Costs that vary Transport Catering and refreshments Description Four vans will be hired. The outside caterers will be Hired. Total $160 $200 Total Cost for the above single activity is: __$ 1460_______________ 25. Project Summary Now that we have completed the project plan you can summarize the details such as: Performance Indicator Planned Total Effort 840 hours Total Duration 48 days Start Date 20/6/2015 End Date 8/8/2015 Cost $12000 26. Execution PHASE The executing process consists of processes required to implement the project. The key activities you would conduct here are: Acquire and developing the project team Managing the Project Team Distribute Information Manage Stakeholder Expectations Acquire, Develop and Manage Project Team Project Staffing Assignment Date Resource Commitment 20/6/2015 Church priest – Rev. Luther 1 – Full time 20/6/2015 Mike – church chairperson 2 - Fulltime time 2/10/2015 Edmund – systems operator 2– Fulltimetime Providing Feedback to Team Members Assessments Name of the Team Member: Mike Bahaman Individual Assessment: ensure all the members fully participate 27. Team Assessment Comment on whether your team is: Feeling Empowered. Functioning in a collective manner or it appears that some team members are working independently. Spirit of Cooperation Conflict Resolution - Ability to handle a difference of opinion. Balancing the workload evenly amongst all. Communication as a team. Driven to deliver on schedule. Motivated. 28. Distribute Information The communication plan identifies all the key deliverables that are distributed to various team members and how it is being circulated. Since the team is using Microsoft Project, there are several built-in reports that can be leveraged to distribute information. At template for that is shown below with the weekly assignments distributed to each team member. Resource Name Mike Bahaman Task Call for the starting Meeting. Distribute invitation cards. Date 20/6/2015 1/7/2015 Manage Stakeholder Expectations This aspect requires for the PM to work with all the stakeholders and meet or exceed expectations, and to handle issues as they arise. In the case of the party project, the PM has to communicate with stakeholders about issues stemming from cost over-runs to side project date change. Primarily, they will be disappointed if the scheduled date was changed and they were not communicated. After communication with stakeholders, the PM will need to complete an issue log. Issue Log Date Change Request: weekly meeting to change To Saturdays from Fridays Project Document Updates: all events should regularly be updated. Comments: All the sponsors need to be talked with to tell the date they are submitting their contribution. Resolution Date: 29/6/2015 Monitoring and Controlling the Project Variance Analysis and Work Performance Results Project Title: Wedding Project Date Prepared: 8/8/2015 29. Schedule Variance: Planned Result Actual Result for Schedule Variance $ 8,000 $ 12,000 $4000 Cause: High number attended more than planned The transport services were expensive. Planned Response: Plan with great allowance for population variation. Find the cheaper means of transport. Quality Control QualityControl Measurements Planned Result Actual Result Variance 40% by Milestone 5% 30% of the members never gave their pledges Cause: Some members are busy aware from home and got information late. Planned Response: The communication is done earlier. 30. Risk Monitoring and Control Updated Risk Register Risk ID Risk Risk Response Resource Responsible for Mitigation Current Risk Status 1 Low RSVPs Reschedule the event if possible Church Committee Green 2 Expensive Target cheaper means Project Manager orange Template: For you project creates a time-phased budget below for a deliverable: WBS Week 1 Week 2 Week 3 Week 4 $2000 $500 $500 $5000 Total Not contributed $200 $300 $7000 Cumulative Total $200 $700 $800 $12000 31. Project Change Control CHANGECONTROL TEMPLATE A change needs to be approved; the project manager does a variance analysis; this will reveal how significant the impact of the recommended change is upon the project. The project manager will need to compare the scope baseline against the change and create a new baseline. Once this is done, a new baseline is created, and all project documentation is updated. Project Title: Wedding Project Date Prepared: 19/6/2015 Person Requesting Change: Project Manager Change Number: 1 Category of Change: Scope Quality Requirements Cost Schedule Documents Detailed Description of Proposed Changes: Reschedule for the members who were informed late to make their contributions. Seek extra cash for the catering. Justification for Proposed Change: The budget for the catering small compared to the amount that can satisfactorily cater for the congregation. Impacts of Change: Scope Increase Decrease Modify Description: To suit the amount of the cash available. Quality Increase Decrease Modify Description: Reducing will make the make more quantities in preference to the quality. Requirements Increase Decrease Modify Description: Use the available materials to suit the available cash. Cost Increase Decrease Modify Description: Reduce the cost as the requirements are reduced. Schedule Increase Decrease Modify Description: The schedule modified to allow the members to make their contributions. Disposition Approve Defer Reject Justification: If few members contributed, the project would not materialize. Change Control Board Signatures: Name Role Signature Rev. Luther Church Patron Rev. Luther Mike Bahaman Church chairperson Mike Bahaman Date: Closing Phase Lessons Learned Phase What Worked? What Did not Work? Lessons for Next Project. Initiation Phase Meeting with church committee Failed to get the contacts of all the members Register all the members. Planning Phase An Experienced Assumed the number will be less of the participants. Investigate on the trends of participation in previous events. Execution Phase Full participation All members were not present. Communicate with them earlier. 32. References Baguley, P. (2008). Project management. [New York]: McGraw-Hill. Davidson Frame, J. (2014). Reconstructing Project Management. Project Management Journal, 45(1), e2-e2. Lock, D. (2009). Project management. International Journal Of Project Management, 15(3), 195-196. Mikkelsen, H. (2010). Quality of project work and project management. International Journal Of Project Management, 8(3), 138-143. Patel, V. (2008). Project management. Jaipur, India: Oxford Book Co. PMBOK 5th Edition – Processes and their Inputs & Outputs provide the flow for the various templates shown in this section. Ponnappa, G. (2014). Project Stakeholder Management. Project Management Journal, 45(2), e3-e3. Randolph, S. (2014). Maximizing Project Value: A Project Managers Guide. Project Management Journal, 45(2), e2-e2. Shtub, A. (2009). Project segmentation—a tool for project management. International Journal Of Project Management, 15(1), 15-19. The Art & Science of Project Management – Warburton and Kanabar, reward Press, 2013. Ward, S., & Chapman, C. (2009). Transforming project risk management into project uncertainty management. International Journal Of Project Management, 21(2), 97-105. Wateridge, J. (2011). Successful Project Management. International Journal Of Project Management, 19(3), 191. Wright, J. (2010). Effective Project Management. International Journal Of Project Management, 20(8), 633. 33. Appendix Gant Chart TASK Duration in Days Start Finish WEDDING PROJECT 48 20/6/2015 8/8/2015 Prepare proposal 40 28/6/2015 8/8/2015 WEDDING PLAN 48 20/6/2015 8/8/2015 Committee selection 45 23/6/2015 8/8/2015 Contract formalization 10 28/7/2015 8/8/2015 Identify menu 12 26/7/2015 8/8/2015 Select music 10 28/7/2015 8/8/2015 Organize venue 2 6/8/2015 8/8/2015 Invitation 37 2/7/2015 8/8/2015 Negotiate contracts 15 24/7/2015 8/8/2015 HOLD EVENT 1 8/8/2015 8/8/2015 Meals and refreshment 1 8/8/2015 8/8/2015 Manage event 48 20/6/2015 8/8/2015 CLOSE EVENT 1 8/8/2015 8/8/2015 Terminate all the contracts 1 8/8/2015 8/8/2015 List lessons learned 0.25 8/8/2015 8/8/2015 PROJECT MANAGEMENT 48 20/6/2015 8/8/2015 Identify PM 48 20/6/2015 8/8/2015 Update the Information system 48 20/6/2015 8/8/2015 Read More