BSBPMG522 Undertake Project Work: Project For Wedding Function
Answer:
Project Description
The project is developed for the organization of the Wedding function. It helps in synchronising the activities and allocation of the resources, cost and time to maintain the accuracy of completion of the task within fixed duration of time and budget. The wedding function is composed of various works and procedure to achieve the success of the wedding function. The major activities which are involved in the wedding function are sending of the invitation, selection of the venue place, ordering of the flowers for decoration, ordering of the catering, stage decoration, lighting system, and all (Lindh, 2013). The success of the wedding event can be accomplished by aligning the activities and distribution of the work and responsibilities among the participating unit. In this paper, we are looking forward to design a project plan for the successful completion of the wedding function within the given period of time.
Project Plan
a) Project Aim
The aim of the project is to design a project plan for the successful implementation of the wedding function. The project focuses on analysing the risks, costs associated with the activities and resources, scheduling of the processes, and scope management plan.
b) Project Scope
|
Project Plan for Organizing a Wedding Function |
|
In-Scope activities |
|
Selection of the venue place Final Date of the wedding function Ordering of the cards and invitation Development of the requirement specification plan (Mansfield community, 2013) Organization of the musical program Ordering of the flowers for decoration Selection of the stage design Material Required for the decoration of the stage Deployment of lighting system Ordering of the catering system Deciding menu of the dinner Selection of the process for bridegroom and bride entry in the venue place Seating arrangement Selection of the guest Decoration of the car Consultation for makeover of the bridegroom and bride Selection of the vendor (Monappa, 2017) Confirmation of the vendor Selection of the wedding coordinator Organization of the Engagement and wedding ceremony Arrangement of gifts provided to the guests Development of the cost management plan Development of the quality management plan Development of risks identification and management plan Development of the procurement plan Development of the purchase Item list Selection of the team members and event planner Division of roles and responsibilities Printing of the invitation Mailing of the invitation Selection of the photographers Inclusion of Drone video recording Monitoring of the activities Sequencing of the project activities |
|
Out-of-Scope activities |
|
× Acknowledgement of the receiving of invitation by the receiver × Finalization of the menu item in the dinner × Selection of the wedding dress for bride groom and bride × Tailoring and fitting |
|
Assumptions |
|
Ø Number of guest invited for wedding ceremony will attend the function Ø Family members and relative should be present at the time of ceremony to minimize the problem of project delay Ø Successful completion of the activities by the responsible member within the allocated time and budget (Oliveira, Espindola, and Marins, 2014) Ø Successful completion of the critical activities |
|
Constraints |
|
Ø The project should be completed within the time allocated Ø The project should be completed within the cost allocated Ø Limited number of Expert staff |
Goals
The goal of the project is to successful deployment of the wedding plan on the day of ceremony (Ruonala, 2013). The project should be completed under the budget of $ 1500000.
Stakeholders Register
|
Name |
Role |
Type of stakeholder |
Type of Communication |
Expectation |
|
Mr. S. D. Raman |
Project Owner |
Internal |
Monthly |
Requirement specification plan |
|
Mr. K. George |
Project Manager |
Internal |
Weekly |
Project scheduling |
|
Mr. S. Williams |
Event Coordinator |
External |
Daily |
Arrangement of wedding ceremony activity program |
|
L.K Swaminthan |
Vendor |
External |
Monthly |
Managing supply and demand of resources |
|
J. Chin |
Purchase manager |
Internal |
At the time of execution |
Purchasing of the required items |
|
Hu Yang |
Financial Manager |
Internal |
Monthly |
Cost and budget preparation |
|
S. K. Lal |
Project Sponsor |
Internal |
Once |
Approval of the budget |
Communication plan
|
Who |
When |
What |
How |
Whom |
|
Project Owner |
Project Initiation Phase |
Requirement specification plan
Proposed Budget
Final Date of Wedding |
Face to face interaction |
Project Manager |
|
Project Manager |
Requirement Gathering Phase and designing phase |
Development of the requirement specification plan
Development of the project schedule |
Face to face
Telephonic |
Project Owner
Event Coordinator |
|
Event Coordinator |
Designing phase |
Development of the proposed wedding plan |
Face to face |
Project Owner Project sponsor Project Manager |
|
Vendor |
Execution phase |
Managing supply and demand of the resources |
Face to face
Telephonic |
Event Coordinator |
|
Purchase Manager |
Execution phase |
Purchasing of the required items |
Telephonic |
Vendor Event coordinator |
|
Project Sponsor |
Project Initiation phase |
Approval of the project |
Face to Face |
Project Manager Financial Manager |
Project Objectives
The key objectives of the project are
- Successful implementation of the wedding event
- Project should be completed within budget
- Project should be finalized before the day of wedding event
- Satisfaction level of the guests
Key Performance Indicators
|
Key Performance Indicators of the Wedding event project |
|
· Satisfaction level of the guests on the wedding day · Quality of food provided to the guests · Quality of gift provided to the guests · Feedback from the wedding function attendee · Successful distribution of the wedding cards and invitation · Completion of the wedding plan under the proposed budget |
Key Success factors
|
Key Success Factors |
|
· Analysis of the critical activities which should be completed on time · Proactive Identification of the risks associated with the project · Managing demand and supply of the resources required (Kerzner, and Kerzner, 2017) · Accuracy in the statement of work · Service level agreement with the event coordinator and vendor · Completion of the project within time and budget |
Action Responsibilities
|
Role |
Name |
Responsibilities |
|
Project Owner |
Mr. S. D. Raman |
Clear specification of requirement Number of guest invited Matter in the invitation |
|
Project Manager |
Mr. K. George |
Project Scheduling Division of roles and responsibilities Cost management plan Quality management plan Communication plan Procurement plan (Jain, 2014) |
|
Event Coordinator |
Mr. S. Williams |
Venue place Catering Lighting system Musical Program Event planning |
|
Vendor |
L.K Swaminthan |
Catering Lighting system Decoration of the car, wedding hall, and stage |
|
Purchase manager |
J. Chin |
Purchasing of the listed item Managing supply and demand of the material on the day of wedding ceremony |
|
Financial Manager |
Hu Yang |
Preliminary market research for analysing the price Setting price to the resources required Preparing an estimated budget Approval of the budget from the project owner |
|
Project Sponsor |
S. K. Lal |
Analysis of the project schedule Approval of the budget |
Budget Summary
|
Particulars |
Cost ($) |
|
Decoration Material |
200000 |
|
Catering |
1000000 |
|
Wedding place |
100000 |
|
Facilities and service |
15000 |
|
Invitations |
10000 |
|
Seating arrangement |
10000 |
|
Musical Concert |
10000 |
|
Resources Required |
20000 |
|
Event Coordinator |
20000 |
|
Vendor |
25000 |
|
Purchase Manager |
25000 |
|
Miscellaneous |
65000 |
|
Total |
1500000 |
Risks
|
Risk Identification |
Risks Impact |
Risks Score |
Probability |
Risk Mitigation Plan |
Responsible Authority |
|
Failure of the technical equipment used in the wedding plan such as Musical program (Favre, 2016) |
Failure of the wedding musical program |
3 |
Low |
Alternate arrangement of speakers |
Event Coordinator |
|
Limitation of the proposed budget |
Low quality in the wedding plan service |
6 |
High |
Development of the cost estimation plan for the approval of the budget |
Project Manager |
|
Inaccuracy in providing on-time supply and demand of resources |
Failure of the wedding event |
8 |
Very High |
Service Level agreement should be signed for managing the supply and demand of resources |
Project Manager |
|
Inaccuracy in the counting of guests |
Over-crowding at the wedding hall |
5 |
Medium |
List of the guest should be prepared for invitation |
Project Owner |
k) Resources
The resources required for the successful completion of the project are listed below in the table
|
Resources Required |
|
Working Staff Members: Project Manager, Event Coordinator, Vendor, Purchase manager, and financial manager (Davis, 2014) |
|
Decoration of the stage |
|
Implementation of the catering system |
|
Required Lighting |
|
Required Sound System |
|
Musical Instruments |
|
Electricians |
|
Flowers for decoration |
|
Carpets for floor |
|
Decorative Items |
|
Wedding Merchandise |
Conclusion
It can be concluded that the success of the wedding plan depends on the proactive analysis and identification of the risks associated with the project and consideration given to the key success factors of the project.
References
Davis, S. (2014). All in the details wedding and event planning. 1st ed. [ebook] Online. Available at: https://c.ymcdn.com/sites/www.lovegevity.university/resource/dynamic/blogs/20150825_184717_30580.pdf [Accessed 16 May, 2018].
Favre, A. (2016). The potential of a wedding planning business start up in Eastern switzerland. 1st ed. [ebook] Online. Available at: https://doc.rero.ch/record/288132/files/Favre_Anya_2016.pdf [Accessed 16 May, 2018].
Jain, S. (2014). Wedding planning and management service in Delhi. 1st ed. [ebook] Online. Available at: https://www.academia.edu/6945076/WEDDING_PLANNNING_AND_MANAGEMENT_SERVICES_IN_DELHI [Accessed 16 May, 2018].
Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons. [Accessed 16 May, 2018]
Lindh, C. (2013). How does information technology impact on business relationships? The need for personal meetings. 1st ed. [ebook] online. Available at: https://www.impgroup.org/uploads/papers/6732.pdf [Accessed 16 May, 2018].
Mansfield Community. (2013). Introduction to project management. 1st ed. [ebook] online. Available at: https://www.mansfield.vic.gov.au/Libraries/Community_Development/Intro_to_Project_Management_Manual.sflb.ashx [Accessed 16 May, 2018].
Monnappa. (2017). Project scope management: What it is and why it is important. 1st ed. [ebook] online. Available at: https://www.simplilearn.com/project-scope-management-importance-rar89-article [Accessed 16 May, 2018].
Oliveira, U., Espindola, L., and Marins, F. (2014). Analysis of supply chain risks management researches. 1st ed. [ebook] Online. Available at: https://www.scielo.br/pdf/gp/2017nahead/en_0104-530X-gp-0104-530X3515-16.pdf [Accessed 16 May, 2018].
Ruonala, A. (2013). An assessment of future trends in wedding planning. 1st ed. [ebook] Online. Available at: https://digitalcommons.calpoly.edu/cgi/viewcontent.cgi?article=1047&context=rptasp [Accessed 16 May, 2018].
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