creative project management
DESCRIPTION
This was one of the finalist team's presentations at the APM Wessex branch's PM Challenge finals night held on 25th February at Southampton Football Club.TRANSCRIPT
BY TOMAS DOS SANTOS, MANDAKH NYAMSUREN, CLARE JARRED AND ISLAM DZHABIEV
Our Project:
Creating a more sustainable business
Agenda
• Project Delivery
• Project Documentation
• Project Financial Management
• Project Success & Benefits
• Main Issues Encountered
• Lessons Learned
Project Delivery
1st Stage of the Project
• Discussed project with Ambition Consultancy potential ideas
• Met with owners of Chocol8 and pitched project ideas
• Worked with Chocol8 and Ambition Consultancy to define our project
2nd Stage of the Project
• Delivery of activities
- Westbourne Christmas Fair
- Kaplan Language School event
• Produce all documentation for the project
• Monitoring and Controlling the project
3rd Stage of the Project • Final documentation
• Project Closure
Planning
• Keep SMART
• Meet the project Objective
• Time scale (Schedule)
• Project Materials
Organisation
• Manage Constraints
(Scope, Schedule & Budget)
• Monitoring & Control
• Quality Control
Execution
•Manage the Budget &
Deliverables
• Assigned Tasks
• Gain Acceptance
• Manage Issues
• Communication Plan
• Project Team
• Implementation & Transition
Closure
• Document all the information
• Post – closure analyses
Level of
Org
aniz
ati
onal eff
ort
Conceptualization/
Planning Organisation Management/Execution Closure
Risk Management Strategy
Identify the Risk Areas
Assess the Risks
Develop Risk Management
Plan
Implement Risk
Management Action
Re-evaluate the Risks
Project Documentation
Initial Risk Assessment
Roles and Responsibilities
R – Responsible
A – Accountable
C – Consulted
I - Informed
Network Diagram
Product Breakdown Structure
Work Breakdown StructureChocol8 Project
[2] Running of event at Kaplan on
11th Dec
[2.3]Creation of student
discount card
[2.2]Producing
promotional material
[2.1]Running of the
stand
[3] Production of project
documentation
[3.2]APM Project
documentation
[3.1]Initial Project
documentation
[1] Running of the Christmas Fair on
7th Dec
[1.4]Production of promotional
material
[1.3]Create box for completed quiz
forms
[1.2]Creation of quiz
[1.1]Delivery of quiz at
Christmas fair
[1.2.c]Approval from
Chocol8 owners
[1.2.a]Research into
event
[1.2.b]Creation of questions
[1.2.d]Printing of quiz
[1.3.a]Design box
[1.3.b]Deliver box to
shop
[1.2.c]Approval from
Chocol8 owners
[1.4.a]Design leaflets
[1.2.b]Design posters
[1.2.d]Design t-shirts
[1.2.e]Printing of t-
shirts
[1.1.a]Dispensing of
quiz
[1.1.b]Collection of quiz
[1.1.c]Drawing and contacting
winner
[1.1..d]Giving of hamper
and photo of winner
[1.1.e]Collection of
email addresses
[2.1.a]Booking the
stand
[2.1b]Manning the
stand throughout day
[2.1.c]Distribution of discount card
[2.1..d]Collection of
email addresses
[2.2.a]Designing
promotional material
[2.2b]Approval from
Chocol8 owners
[2.2.c]Printing of
promotional materials
[2.2..d]Distribution of promotional
material
[2.3.a]Consultation with Chocol8
owners
[2.3b]Designing of card
[2.3.c]Printing of
discount card
[3.1.a]Produce Project
Proposal
[3.1.b]Produce Network
and Gantt
[3.1.c]Construct risk assessment
[3.1.d]Carry out
stakeholder analysis/ map
[3.2.a]Produce
amended Project Proposal
[3.2.b]Submit 3 reports
[3.2.c]Monitor budget
[3.2.d]Preparation for
final presentation
Quality
Check quality of promotional
material
Review quality of any
documentation
Brief team on day of events
Collect feedback from Chocol8
owners
ManagementTechnical
Briefing on project
Defining scope
Allocation of tasks
Reviewing progress
Liaising with Chocol8 owners
Pow
er
High
Low
Keep Satisfied
Government Bournemouth University
Manage Closely
Chocol8 Owners
Students (Our Team)
APM (Sponsors)
Monitor Keep Satisfied
Local Community
Competitors
Kaplan International College
Suppliers
Low Interest High
Keep Satisfied
Government Bournemouth University
Manage Closely
Chocol8 Owners
Students (Our Team)
APM (Sponsors)
Monitor Keep Satisfied
Local Community
Competitors
Kaplan International College
Suppliers
Stakeholder Map
Project Financial Management
Project Budget Overview (£)
Expenditures Original(£) Revised(£) Final(£)
International student discount cards (Kaplan) 25 20 20
Colour leaflets double sided (Kaplan) 20 17.23 17.23
Colour leaflets double sided (Chocol8) 20 15 15
colour posters (Quiz) 10 9.98 9.98
colour poster (Kaplan) 10 9.98 9.98
Christmas Quiz 10 7.50 7.50
T-shirts 50 39.96 39.96
Hamper (Quiz) 90 60 60
Hamper (Kaplan) 40 25 25
Box for completed quiz forms 5 5 5
Sample chocolates (Kaplan) 35 28 28
Ribbon to wrap around quiz forms 5 5 5
Total Project Costs 320 245.65 245.65
Cost Performance Index
Cost performance index (CPI) £0.97 Unit
Budgeted cost of work performed (BCWP) £242.67
Actual cost of work performed (ACWP) £250.65
Schedule performance index (SPI) 34 days
Budgeted cost of work scheduled (BCWS) 238.20
Schedule Variance
Budget at completion (BAC) £242.65
Schedule variance (SV) £235.27
Variance at completion (VAC) £8.02
Estimate at completion (EAC) £234.63
Note: The results presented in this report are based on the activities and expenditures made during the project. Some of the results are based on the calculation of the budget
given for the project and the amount expended for every activity and material used for completion of the project.
Project Success & Benefits
realised
Project’s Outcomes
The project helped Chocol8 to develop a sustainable approach for its business and the number of young people visiting the store have increased.
Over 100 e-mail addresses were collected and forward to Ambition Consultancy for further use for Chocol8’s online business.
Both local community and Kaplan students have received seasonal deals products with more customised services.
More local people are aware the existence of Chocol8 in Westbourne through both Christmas fair and Kaplan event.
How we measured the project’s success
• Good project plan
• Open communication within the team
• Careful Risk Management
• Managing the project Expectation
• Control the changes within the project
• Review of the scope of the project
• Good deliverables
• Strong Project Closure
Main Issues Encountered
Unwillingness to participate from some individuals
Problems to get budget on time for the events
Weather condition
Monitoring the project
Cost constraints
Lessons Learnt
Lessons Learnt
Control &
Monitoring the
Project
Manage all the
project’s
element
Skills &
Strengths of the
Team
Constant
changes within
the project
Communication
Risks Decision Making
Paper Work &
Documentation
