The Tina Whitehead Birthday Bash - Kendra's Career Portfolio



-8920983083498The Tina Whitehead Birthday BashKendra Smith D01596416MGMT_404 Project ManagementDeVry University10/22/1200The Tina Whitehead Birthday BashKendra Smith D01596416MGMT_404 Project ManagementDeVry University10/22/12Table of Contents TOC \o "1-2" Scope Statement PAGEREF _Toc474132785 \h 3Work Breakdown Structure…………………………………………………………………..5Network Diagram6Risk Management Plan9Resource Management Plan13Communication Management Plan13Business Memo15Lessons Learned16 EXECUTIVE SUMMARYThis 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 OBJECTIVETo plan and successfully throwing a 2- hour 50th Birthday Bash at the Fabulous Fox Theatre’s 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.MILESTONESMilestonesDateScope Defined and ApprovedSeptember 20Project Requirements CompletedSeptember 23Rental Agreement SignedSeptember 25Call and confirm CatererSeptember 30Guests Arrive and Check in October 19Guest safely depart from AtlantaOctober 20Lessons LearnedOctober 20TECHNICAL REQUIREMENTSThere 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 EXCLUSIONSThis 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 STRUCTUREThe following Work Breakdown Structure chart will be displayed in snapshots taken out of Microsoft WORK DIAGRAMThe 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 PLANThis 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 AnalysisProject ObjectiveRelative or Numerical ScalesVery Low - 1Low - 2Moderate - 3High - 4Very High - 5CostInsignificant cost impact< 10% cost impact10-20% cost impact20-40% cost impact> 40% cost impactTimeInsignificant schedule impact< 5% schedule impact5-10% schedule impact10-20% schedule impact> 20% schedule impactScopeBarely noticeableMinor areas impactedMajor areas impactedChanges unacceptable to sponsorProduct becomes effectively uselessQualityBarely noticeableOnly very demanding applications impactedSponsor must approve quality reductionQuality reduction unacceptable to sponsorProduct becomes effectively uselessRISK ASSESMENT TABLE (USE MATRIX ABOVE FOR SCORING)Risk EvaluationRiskProbabilityCostScheduleScope QualityRisk Score??????0Property damage10%31110.60Invitations get lost in the mail10%14110.70Late Equipment10%35431.50Drink Limits70%11112.80Cake Problems30%15323.30Physical injuries30%53313.60Over population30%52233.60Food Allergies50%41124.00Guest flights late50%43215.00Equipment not working50%44226.00RISK RESPONSE MATRIXThis next matrix will give you an overview of response that would take place if anything should veer from the original plan. Risk EventResponse*Contingency PlanTrigger Person ResponsibleInvitations get lost in the mailMitigation: Use mail certification methodTrack 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 damageTransferring: Get renters insurance with the Fox Theatre.Check venue after everyone has left.Missing or broken equipment or property damage. Curtis W., Event PlannerFood AllergiesMitigation: Talk to chef for substitutes of allergic ingredients.Have a allergy comment box in the invitation.If someone reports a major allergy. Event PlannerEquipment not workingMitigate: Test equipmentBring back upsEquipment does not run during testing. Equipment TechnicianPhysical injuriesMitigate: Utilize EMT Have EMT to monitor the party.Someone gets hurt during the party. EMTCake ProblemsAvoid: Keep in touch with bakery.Call to confirm order and message on cake.Problems reported with cake order.Event PlannerDrink LimitsMitigation: Keep everyone at a legal drinking levelMonitor the bar for people who are drinking over the limit.Guest becoming belligerent and sloppy. Samuel D.Late EquipmentTransferring: Find another place to rent equipment until it arrives.Rent equipment from the Fox Theatre.Equipment is more than 30 minutes late.Equipment TechnicianOver populationMitigation: rent joining ballroom.Rent joining ballroom for more space.If more than the maximum amount of people are in the Egyptian ballroom. Event CoordinatorGuest Flights LateMitigation: 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 lateEvent PlannerHighest Risk #1 - Food AllergiesThe 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 menuHighest Risk #2 – Guest flights lateGuest 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 TransportationHighest Risk #3- Equipment Not WorkingIf 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 workMaterial costsOvertime costsRESOURCE MANANGEMENT PLANI 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 MUNICATION MANAGEMENT PLANStakeholder Name/TitleProject RoleProject ManagerKendra Smith, 678-613-6791SmithKendra3532@ 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 PlannerSashe Johnson, 404-649-7456info@ The customer will use expertise to successfully choose the locations and decorations.Event CoordinatorTim Duncan, 678-679-3098hello@ The customer will use expertise to successfully choose the entertainment.Equipment TechnicianJason Shadix, 404-696-0196Jshadix@ The equipment technician is to handle all of the technical equipment that needs to be set up for the other businesses.CatererMolly Holwry, 404-488-4565Molly@ The caterer is responsible for provided tasty food for all guests to enjoy. Also, preparing food for guest with specific allergy request. PhotographerGreg and Sandra Scott, 404-522-5559Sandra@ Photographer will be responsible for taking all of the pictures during the event. As well as the “Life to Remember” section for guests. DriverTony Jones, 770-751-7078info@atlanticlimo- The driver is responsible for the transportation of the birthday girl the night of the event. Floral DesignerMichele Lend, 404-869-8858Mlend@ Responsible for using expertise to design a floral layout that suits the wants and needs of the customer. CommunicationBusinessAudienceExpected ActionComm. ClassInput MethodOutput MethodFrequencyResponsible ResourceEvent PlannerAll project members.Submit issues as they occur, Weekly updates.MandatoryIn PersonMeeting notes in Word formatWeeklySamEvent CoordinatorAll project members.Submit issues as they occur, Weekly updates.MandatoryIn personMeeting notes in Word formatWeeklySamEquipment TechnicianProject technician.Submit issues as they occur.MandatoryFormal status report templateExecutive summaryWeekly per the expected action.SteveCatererAll project lead members.Submit issues as they occurMandatoryFormal Status report templateExecutive summaryWeekly per the expected action.CrystalPhotographerProject photographer.Submit Issues as they occur.MandatoryFormal Status report templateExecutive summaryWeekly per the expected action.CrystalFloral DesignerAll project members. Update project status weekly. MandatoryIn PersonMeeting notes in Word formatWeeklyPhoenixMethod for Updating the Communication PlanThe 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. Existing SystemsThere are meetings that are being held weekly by the Project Manager. These meeting address current status’s of the different projects that are needed for a successful party. Escalation ProcessAll 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 LEARNEDOnly 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. ................
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