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MGMT_404- Kendra Smith 1

The Tina Whitehead Birthday Bash

Kendra Smith D01596416

MGMT_404 Project Management

DeVry University

10/22/12


Table of Contents

Scope Statement....................................................................................................3

Work Breakdown Structure…………………………………………………………………..5

Network Diagram....................................................................................................6

Risk Management Plan............................................................................................9

Resource Management Plan..................................................................................13

Communication Management Plan.........................................................................13

Business Memo.....................................................................................................15

Lessons Learned...................................................................................................16


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.

MILESTONES

Milestones DateScope Defined and Approved September 20

Project Requirements Completed September 23

Rental Agreement Signed September 25

Call and confirm Caterer September 30

Guests Arrive and Check in October 19

Guest safely depart from Atlanta October 20

Lessons Learned October 20

TECHNICAL 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 Project.


NETWORK 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 PLAN


This 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 Objective

Relative or Numerical ScalesVery Low - 1

Low - 2 Moderate - 3 High - 4 Very High - 5

Cost Insignificant cost impact

< 10% cost impact

10-20% cost impact

20-40% cost impact

> 40% cost impact

Time Insignificant schedule impact

< 5% schedule impact

5-10% schedule impact

10-20% schedule impact

> 20% schedule impact

Scope Barely noticeable

Minor areas impacted

Major areas impacted

Changes unacceptable to sponsor

Product becomes effectively useless

Quality Barely noticeable

Only very demanding applications impacted

Sponsor must approve quality reduction

Quality reduction unacceptable to sponsor

Product becomes effectively useless

RISK ASSESMENT TABLE (USE MATRIX ABOVE FOR SCORING)

Risk Evaluation

RiskProbability Cost Schedule Scope Quality Risk Score

0Property damage 10% 3 1 1 1 0.60Invitations get lost in the mail 10% 1 4 1 1 0.70


Late Equipment 10% 3 5 4 3 1.50Drink Limits 70% 1 1 1 1 2.80Cake Problems 30% 1 5 3 2 3.30Physical injuries 30% 5 3 3 1 3.60Over population 30% 5 2 2 3 3.60Food Allergies 50% 4 1 1 2 4.00Guest flights late 50% 4 3 2 1 5.00Equipment not working 50% 4 4 2 2 6.00

RISK RESPONSE MATRIXThis next matrix will give you an overview of response that would take place if anything should

veer from the original plan.

Risk Event Response* Contingency Plan

Trigger Person Responsible

Invitations get lost in the mail

Mitigation: Use mail certification method

Track 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 damage Transferring: Get renters insurance with the Fox Theatre.

Check venue after everyone has left.

Missing or broken equipment or property damage.

Curtis W., Event Planner

Food Allergies Mitigation: Talk to chef for substitutes of allergic ingredients.

Have a allergy comment box in the invitation.

If someone reports a major allergy.

Event Planner

Equipment not working

Mitigate: Test equipment

Bring back ups Equipment does not run during testing.

Equipment Technician

Physical injuries Mitigate: Utilize EMT

Have EMT to monitor the party.

Someone gets hurt during the party.

EMT

Cake Problems Avoid: Keep in touch with bakery.

Call to confirm order and message on cake.

Problems reported with cake order.

Event Planner

Drink Limits Mitigation: Keep Monitor the bar Guest Samuel D.


everyone at a legal drinking level

for people who are drinking over the limit.

becoming belligerent and sloppy.

Late Equipment Transferring: Find another place to rent equipment until it arrives.

Rent equipment from the Fox Theatre.

Equipment is more than 30 minutes late.


Over population Mitigation: rent joining ballroom.

Rent joining ballroom for more space.

If more than the maximum amount of people are in the Egyptian ballroom.

Event Coordinator

Guest Flights Late Mitigation: 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 late

Event Planner

Highest Risk #1 - Food Allergies

The 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 menu

Highest Risk #2 – Guest flights late

Guest 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

Transportation

Highest Risk #3- Equipment Not Working

If 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 work

Material costs

Overtime costs

RESOURCE 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 task.


COMMUNICATION MANAGEMENT PLAN

Stakeholder Name/Title Project Role

Project ManagerKendra Smith, [email protected]

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, [email protected]

The customer will use expertise to successfully choose the locations and decorations.

Event CoordinatorTim Duncan, [email protected]

The customer will use expertise to successfully choose the entertainment.

Equipment TechnicianJason Shadix, [email protected]

The equipment technician is to handle all of the technical equipment that needs to be set up for the other businesses.

CatererMolly Holwry, [email protected]

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, [email protected]

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, [email protected]

The driver is responsible for the transportation of the birthday girl the night of the event.

Floral DesignerMichele Lend, [email protected]

Responsible for using expertise to design a floral layout that suits the wants and needs of the customer.

Communication

mailto:[email protected]









Business Audience Expected Action

Comm. Class

Input Method

Output Method

Frequency

Responsible Resource

Event Planner

All project members.

Submit issues as they occur, Weekly updates.

Mandatory In Person Meeting notes in Word format

Weekly Sam

Event Coordinator


Submit issues as they occur, Weekly updates.

Mandatory In person Meeting notes in Word format

Weekly Sam


Project technician.

Submit issues as they occur.

Mandatory Formal status report template

Executive summary

Weekly per the expected action.

Steve

Caterer All project lead members.

Submit issues as they occur

Mandatory Formal Status report template

Executive summary


Crystal

Photographer

Project photographer.

Submit Issues as they occur.

Mandatory Formal Status report template

Executive summary


Crystal

Floral Designer


Update project status weekly.

Mandatory In Person Meeting notes in Word format

Weekly Phoenix

A. Method for Updating the Communication Plan

The 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.


B. Existing Systems

There 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.

C. Escalation Process

All 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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