DRAFT. EV Year Anniversary Celebration
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1 DRAFT EV Project Plan Purpose: To describe the project level team and plan to achieve the objectives for the project and the benefits in the business case. Audience: 1. Project Management Team. Document Control: Author: Approved By: Revision History: Revision Date Summary of Changes PP_01 Initial Draft of the Project Plan. Page 1 of 15
2 Table of Contents Executive Summary...3 Project Background and Definition...4 (EV4231)...4 Project Organisation...6 Project Team Structure...6 Roles and Responsibilities...6 Stage Plans...7 Stage (Management): Initiation...7 Stage (Management): Deliver Event...7 Product Information...9 Product Breakdown Structure...9 Product Flow Diagram...10 Product Checklist...12 Resources...13 Financial...14 Project Dependencies...14 Product Descriptions...15 Appendices...15 Estimation Data...15 Alternative Approaches Evaluated...15 CS1_Proj-Brief-v0.2.doc Page 2 of February-2010
3 Executive Summary Project Summary Stage Schedule Cost Initiation Stage 1 Stage 2 Stage n Plan Expect Actual Change Plan Expect Actual Change Project Total Risk / Issue / Problem Status Risks Risk Actions Issues/ Problem Issue / Problem Actions CS1_Proj-Brief-v0.2.doc Page 3 of February-2010
4 Project Background and Definition (EV4231) Title Background Project Objectives Project Approach Project Scope (EV4231) Today is: 26-January The ten year anniversary of the client organisation is 03-July The client has indicated that they want to bring together the entire organisation to celebrate this achievement. The organisation is providing excellent service to their customers and cannot take time away from their commitments to organise this event so they have identified our company as a potential supplier to plan, and deliver this celebration. In addition, the client is moving to a larger office as they are expanding, they would like to hold the anniversary at the same time they move into their new headquarters building. We believe that we are bidding against 3 other companies. To plan and manage a for the client and provide a reception for the opening of their new Headquarters building. To deliver the project on schedule and within the fixed price they require. To ensure that the client organisation has a trouble free and enjoyable experience. See the Project Approach Document. This approach is generally suitable for most of our projects. Scope: " Plan and manage the delivery of the project. " Provide all of the required elements for the project according to the 'Itinerary' and co-ordinate all suppliers. " Provide the staff as required. Deliverables or Outcomes Exclusions Theme Venue Meals / Food / Drink Entertainment Grand Opening Gala Dinner Exclusions: CS1_Proj-Brief-v0.2.doc Page 4 of February-2010
5 * Not responsible for individual transportation to / from the event. * Not responsible for the availability of the new building for the grand opening. Constraints People: Capacity of Selected Venue Time: Date: 03-July-2010 Money: New Office: Weather: Agreed fixed price. Availability of building by 20-June English Weather on the day. Interfaces Assumptions Prerequisites External Dependencies Project Tolerances (Time and Budget, etc) To the Client: Agreed requirements and acceptance To the suppliers: Agreed deliverables and timing. To the local authorities: Licensing and Protection Client will provide the resources and take the time to complete their part of the event. The Event Manager will serve as the project manager for this project on behalf of the client. Purchase order for the Event Contractor building the new offices. Must be delivered on the agreed date - no schedule tolerance Must be within the fixed price agreement for the event. CS1_Proj-Brief-v0.2.doc Page 5 of February-2010
6 Project Organisation Project Team Structure All Teams Eventual Selected Venue Entertainme nt suppliers Printing Company StemTation s IT Year Anniversary (EV4231) Sales Operations Kitchen Sales IT Operations HR Tech Support Finance Event Team Roles and Responsibilities Team Resource Job or Role Type Status Start Date End Date (EV4231) (EV4231) (EV4231) (EV4231) (EV4231) (EV4231) Dee Lite (HR Manager) Glen Eagles (Managing Director) Justin Time (Event Project Manager) Simon Oakley (Operations Director) Larry Weeks Hotel Manager Julie Howlett Event Co-ordinator Senior User Project Identified 01/03/20 07 Executive Project Identified 01/03/20 07 Project Manager Project Identified 01/03/20 07 Senior Supplier Project Identified 01/03/20 07 Senior Supplier Project Identified 01/03/20 07 Project Support Project Identified 01/03/20 07 CS1_Proj-Brief-v0.2.doc Page 6 of February-2010
7 Stage Plans Stage (Management): Initiation Title Objectives Approach Scope Pre-Requisites External Dependencies Assumptions Stage Tolerance (Time, Budget, Quality, Scope) Initiation To prepare a proposal that is acceptable to both our company and the client. To identify any Risks and Issues with the Event and cost them accordingly. To provide a credible bid and win against the competition. Work closely with the client to identify requirements Use as many of our preferred suppliers where we have established a good working relationship. Credible proposal with our expected Margins Achieveable event. Decision to Bid: Authorised Initiation (DP1) Client team members to answer questions: Supplier responsiveness to provide cost details. Project is a priority for the client. Proposal is due in 3 weeks. Cannot miss the deadline. Stage (Management): Deliver Event Title Objectives Approach Scope Pre-Requisites Deliver Event To deliver the Grand Opening and Gala Dinner Event on time, schedule and cost. High involvement of the client during the lead Up days. Ensure that all contracts are confirmed Lead up days The Event Complete the event. Contract is signed with the Client Critical decisions about venue and number of people have been made CS1_Proj-Brief-v0.2.doc Page 7 of February-2010
8 External Dependencies Assumptions Stage Tolerance (Time, Budget, Quality, Scope) Construction of the new office building. The number of events on the same evening will all be managable. Some flexibility during the lead up days. No tolerance on the required date of the Meeting. All changes agreed with the client before any change to the plan. CS1_Proj-Brief-v0.2.doc Page 8 of February-2010
9 Product Breakdown Structure Product Information Management Contract Lead up Days Event Completion SU / Authorised Initiation (DP1) Client Requirements Venue Guest Entertainment Catering New Offices Complete Event Venue Prepared Site Cleared Other Management Itinerary Grand Opening List of Names Theme Decorations Reception Invoice(s) Paid Authorised Project (DP2) Venue Selected Proposal (Equivalent to PID). Gala Dinner / Entertainme nt Printed Invitations / Menus / Welcome Pack Guest Requirements Motivational Speaker Music / Sound / Visual Grand Opening Gala Dinner Customer Satisfaction Assessment Entertainment Speaker Support CS1_Proj-Brief-v0.2.doc Page 9 of February-2010
10 Product Flow Diagram CS1_Proj-Brief-v0.2.doc Page 10 of February-2010
11 SU / Authorised Initiation (DP1) Client Requirements Itinerary Venue Selected Other Management Proposal (Equivalent to PID). Authorised Project (DP2) List of Names Theme Decorations Printed Invitations / Menus / Welcome Pack Guest Requirements Motivational Speaker Speaker Support Grand Opening Gala Dinner / Entertainme nt New Offices Complete Music / Sound / Visual Catering Lead up Days Event Venue Prepared Reception Grand Opening Gala Dinner Entertainment Site Cleared Invoice(s) Paid Customer Satisfaction Assessment CS1_Proj-Brief-v0.2.doc Page 11 of February-2010
12 Product Checklist Product Checklist Product Information Draft Ready Quality Check Approval Title Type Status MoSCoW RAGLevel Plan Actual Plan Actual Plan Actual Project PD Checked Out Must Have Project 03/09/ /09/ /09/2010 Management Grouping Checked Out Must Have Project SU / Authorised Initiation (DP1) Product Approved Must Have Project 27/01/ /01/ /01/ /01/ /01/ /01/2010 Other Management Product Approved Must Have Project 27/01/ /01/ /01/ /01/ /01/ /07/2007 Authorised Project (DP2) Product Ready for QC Must Have Project 10/03/ /03/ /03/ /03/2010 Contract Grouping Checked Out Must Have Project Client Requirements Product Approved Must Have Project 01/02/ /02/ /02/ /02/ /02/ /02/2010 Itinerary Product Approved Must Have Project 03/02/ /02/ /02/ /02/ /02/ /02/2010 Venue Selected Product Approved Must Have Project 01/02/ /02/ /02/ /02/ /02/ /02/2010 Proposal (Equivalent to PID). Product Ready for QC Must Have Project 22/02/ /02/ /02/ /02/2010 Lead up Days Integration Specified Must Have Project 02/07/ /07/ /07/2010 Venue Grouping Identified Must Have Project Grand Opening Product Specified Must Have Project 29/03/ /03/ /03/2010 Gala Dinner / Entertainment Product Specified Must Have Project 26/03/ /03/ /03/2010 Guest Grouping Identified Must Have Project List of Names Product Specified Must Have Project 23/03/ /03/ /03/2010 Printed Invitations / Menus / Welcome Pack Product Specified Must Have Project 30/03/ /03/ /03/2010 Guest Requirements Product Specified Must Have Project 07/04/ /04/ /04/2010 Entertainment Grouping Identified Must Have Project Theme Decorations Product Specified Must Have Project 26/03/ /03/ /03/2010 Motivational Speaker Product Specified Must Have Project 20/04/ /04/ /04/2010 Music / Sound / Visual Product Specified Must Have Project 03/05/ /05/ /05/2010 Speaker Support Product Specified Must Have Project 09/04/ /04/ /04/2010 Catering Product Specified Must Have Project 19/04/ /04/ /04/2010 New Offices Complete External Specified Must Have Project 28/06/ /06/ /06/2010 Event Grouping Identified Must Have Project Event Venue Prepared Product Specified Must Have Project 03/07/ /07/ /07/2010 Reception Product Specified Must Have Project 03/07/ /07/ /07/2010 Grand Opening Product Specified Must Have Project 03/07/ /07/ /07/2010 Gala Dinner Product Specified Must Have Project 03/07/ /07/ /07/2010 Entertainment Product Specified Must Have Project 03/07/ /07/ /07/2010 Completion Grouping Identified Must Have Project Site Cleared Product Specified Must Have Project 04/07/ /07/ /07/2010 Invoice(s) Paid Product Specified Must Have Project 09/09/ /09/ /09/2010 Customer Satisfaction Assessment Product Specified Must Have Project 30/07/ /07/ /08/2010 CS1_Proj-Brief-v0.2.doc Page 12 of February-2010
13 Resources Surname, First Name Work Mobile Job Org Unit Type Status Ref ID Justin Time (Event Project Manager) Person Active Larry Weeks Hotel Manager Person Active Arthur Cookson (Sales Manager) Person Active Simon Oakley (Operations Director) Person Active Glen Eagles (Managing Director) Person Identified Robin Banks (Finance Manager) Person Identified Dee Lite (HR Manager) Person Identified Charles Castle Event Supervisor Person Identified Julie Howlett Event Co-ordinator Person Identified Arnold Smithers Band Leader (Entertainment) Person Identified A. Gibbs Band Organiser (Entertainment) Person Identified R. Branson Motivational Speaker (Entertainment) Person Identified William Izzard Facilities Manager (Client) Person Identified Peter Hurst Printer (Printing Company) Person Identified (Various) Catering / Serving Staff (temporary) Person Identified (Various) Hotel Serving Staff Person Identified Helmut Van Klunker (Van Driver) Person Identified Holy Manners (Hotel Banqueting Co-ordinator) Person Identified Richard Pickings (Client Sales Director) Person Identified Broc Lee (Hotel Banquesting Manager) Person Identified Rodney Brightman (Managing Director) Person Identified Mary Flowers Floral Designer Person Identified Rose Thorne Stemtations Manager Person Identified Tony Kingsbeer (Chef) Person Identified Jerry Bell Speaker Coach Person Identified CS1_Proj-Brief-v0.2.doc Page 13 of February-2010
14 Financial Financial History Budget Change if needed Budget Spending Plan Project Dependencies Dependencies on Outside Projects / Events Dependencies on this project by outside Projects / Events CS1_Proj-Brief-v0.2.doc Page 14 of February-2010
15 Product Descriptions See the separate Product Descriptions document. Appendices Estimation Data Alternative Approaches Evaluated CS1_Proj-Brief-v0.2.doc Page 15 of February-2010
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