Administrative practices & procedures

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Introduction

Your wedding day is one of the most special and memorable events in your life. Planning this extraordinary day can prove to be very stressful. Elegant weddings cater for every bride and her wedding. Our services are unique no bride will have the same wedding. Elegant weddings are a small company that help clients plan that special day. Mrs. Naude contacted us; she wants elegant weddings to plan her wedding. She wants a big wedding with approximately 300 guests; colors of the wedding are red and silver. She would like red roses. She will be getting married in a white dress. The time duration of planning her dream wedding will be 8 months. The wedding will take place at Shalanti, Jean Avenue, centurion, Pretoria.

Task 1

Chartering

Chartering is the authorization process of starting a project. Every project has to be approved for the project manager to start the project. Informal chartering was used in this project. Mrs. Naude contacted elegant weddings to plan her wedding. Approval was given by the client telephonically. Elegant weddings may now start the planning of the wedding. The start date for the wedding is 1st February 2009. (Baca C.M 2007 p 20-23)

Role as project manager

  • Communicator: The project manager has to communicate with his/her team in order for them to receive the end result. What has to be done? When does it have to be done? Etc. this information needs to be communicated to members of the team.
  • Analyst: The project manager has to manage risks, and make sure that the wedding will be able to take place. Possible risks have to be analyzed and solutions have to be found. The goal is for Miss Naude's wedding is a success.
  • Strategist: The project manager has to find ways to ensure that everything is in place to reach the end result (the wedding). It has to be done within the time frame and the budget.
  • Coordinator: The project manager needs to make sure that all arrangements for the wedding go according to plan.
  • Documentor: every step in the planning the wedding needs to be documented. Verbal and documented communication is needed. Documents have to be created to plan the wedding, reports to show the status, and also to gather experiences for future preferences.
  • Problem solver: Problems if occur will have to be solved. Team members will have to give 100% for the wedding to be a success. The project manager will need to keep thing between members in order.
  • Manager: "Manage the efforts of the team". Team members will have to be kept on track, their performances will have to be measured, and performance reviews will be created. Leader: strong leadership is needed to see the plans through. Throughout the planning of the wedding the project manager will have to inspire and motivate team members to achieve the success of the wedding. (Baca C.M 2007 p 4-5)

Attributes and skills

Personal attributes and skills that the team will have to achieve are:

  • Intelligence: the team will have to use their brains and think, be logical.
  • Efficiency: everything will be done correct and on time.
  • Responsibility: each team member is responsible for their performance. They have a duty to the client.
  • Initiative: this is a very important aspect when planning a wedding. The team will have to think creatively, in order for the wedding to be Miss Naude's dream day.
  • Dedication: the project manager and the team will have to see this project through to the end. That's what they are paid for.
  • Professionalism: the project manager and his team need to handle this wedding in the most professional way possible.(ADPP 1209 study guide v1.0:p11)

A few organizational skills that the project manager and his team will need:

v Performance - good performance so that clients will refer your company to others

v Co-ordination - documentation and priorities needs to be correctly organized.

v Communication - the project manager needs to communicate to get things done. Without communication no one will know what to do when.

v Budgeting - the project manager needs good budgeting skills to ensure that they don't go over the budget but also to have good quality.

v Decision making - correct decision making is critical.

v Problem solving - if a problem comes up, the project manager will have to find a solution

v Experience - the project manager must have some experience, so the he/she knows where to start, what to do and what not to do.

. (ADPP 1209 study guide v1.0:p12)

Preliminary scope statement

v Project objectives:

The purpose of the project is to ensure that our client gets the wedding that she wants. This is stated in the MOP. (Baca C.M 2007 p32-33)

v Project constraints:

There are a few boundaries that will have to be worked in for example; the budget the project manager and the team has a budget that they have to keep in. there is a time frame in which the project has to be planned. (Baca C.M 2007 p32-33)

v Assumptions:

Assumptions can be made that that the venue that the client wanted could be booked for the next year, or that the catering prices stays the same. (Baca C.M 2007 p32-33)

v Product requirements:

"Every product is commissioned to produce a product" (Baca C.M 2007 p32-33).

v Project organization:

The team members will report directly to the project manager, Authority and accountability: the project manager will be accountable for delivering the wedding. Tasks will have to be assigned directly to the team members and not through other managers. (Baca C.M 2007 p32-33)

v Cost estimates:

These will be covered on its own. (In the budget). (Baca C.M 2007 p32-33)

Project requirements

There are 4 product requirements: setup, gathering, confirming, baseline and control. In planning the wedding only 3 of the requirements will be used and discussed.

v Gathering: detailed requirements will be created. Appropriate tools and techniques will be used to plan the wedding. Brainstorming was used with the gathering requirements.

v Confirming: the validity of the requirements is determined. Each requirement is analyzed. After all requirements are identified they are analyzed to see if they define the outcome (wedding).

v Baseline and control: the client need to accept the requirements, when the clients approves the plans for the wedding, only then can the requirements be baseline and plans can be put into place.(Baca C.M 2007 p.60-61)

Quality policy

The quality for this wedding is that the wedding will take place on the set date; also everything will be correctly planned. The wedding will stay within the budgeted amount. The requirements and quality of this wedding will satisfy the client. Restriction: not to go over the planned budget. Driver: satisfying the client's expectations (Baca C.M 2007 p 173).

Task 3

  • Risk identification

Risk is an important factor to consider when planning any event. The project manager will have to identify any possible risk for there to be no surprises when something goes wrong. The risks that the project manager identified for the wedding would influence the budget for the wedding as well as the time limit that was set for the wedding (Baca C.M 2007 p260-263).

Elegant weddings policy regarding risks, are 25% of the risks will be responded to. The project manager decided that risks would be gathered informally and formally.

Formal gathering, the project manager will have a brainstorming session where everyone involved in the project can name a risk that they think is important, that is likely to happen. The brainstorming session is going to be for an hour and a half. The project manager is going to go around the room and ask the members to think of possible risks, and also a solution to how this risk could be avoided. The facilitator is going to be the project manager. The project manager has experience and would know where to start and what to discuss. There are a few rules that need to be brought under the member's attention:

§ Everyone will get a chance to give at least one risk and solution.

§ There will be no unnecessary talking in the brainstorming session.

§ No laughing at risk or giving comment that does not apply.

§ No eating in the brainstorming session.

§ No leaving the room unless for bathroom purposes.

§ Self phones have to be switched off.

(Baca C.M 2007 p260-263).

Informal risk in this gathering method the members give status on progress or possible risks. All activities are included. The project manager will give a discussion on risks after status was given. Another method that will be used is the impromptu method. When a member discussing a subject the project manager will listen carefully and if a risk is mentioned the pm will provide a form for the member to document the risk. (Baca C.M 2007 p260-263).

  • Risk 1: the wedding would go over the approved budget.

Response: avoid - the project manager will have to ensure in the beginning that everything is covered in the budget that was approved.

  • Risk 2: there could be a problem that the food cannot be delivered or that they have run out of ingredients.

Response: transfer - the caterers has to make sure everything falls in place. It is in their job description to do this.

  • Risk 3: the entertainment that was booked could cancel.

Response: avoid - having another musician or band ready to take the place of the canceled band/musician.

  • Risk 5: guests might get lost on their way to the venue.

Response: avoid - maps could be made and sent with the invites.

  • Risk 6: invites could not be delivered to the guests, they will not know of the wedding or rsvp

Response: avoid - the project manager could get a person to do door to door deliveries.

  • Risk 7: wrong flowers can be delivered

Response: accept - the project manager knows of this risk but has trust in the florists not to make this mistake.

Agenda for meeting with client

Our client Ms Naude requested a meeting with us to find out the progress of the wedding. Below I will discuss a few important points that need her attention. We have to ensure our client that her wedding will be perfect. As it is the most important day of her life.

  • Opening - we will first go through all the small details, and explain to her what is going to be discussed in this meeting.
  • We will now go through all the risks identified, and possible solutions that can be used to prevent the risk from happening.
  • After getting all the bad news behind we can now start talking about the schedule of the wedding. Who is going to do what and when. What she can expect. The budget will also be discussed so that the client know how much was spend so far.
  • In this time in the meeting the client may ask questions. Any uncertainties that she might have, or anything that she wants to add or take away.
  • Closing - closing the meeting means that everything is sorted out and there are nothing else that need to be brought upon the client at this moment. The client is now fully updated on what will happen when and how.

Task 4

Budget

In this part of the project I will discuss the budget; this includes all costs that will be used. To ensure that we do not exceed the budgets limit. The bottom-up technique will be used.

  • Project reserves: will be calculated on 25% of total cost. This will be the amount of money that can be used in case of an emergency.(Baca C.M 2007 p. 344-345)

R 138 330x 15% = R 20 749.50

  • Managerial reserves: will be 20% of the cost.

R 138 330x 20% = R 27 666

Fees: are amounts that are paid because of the wedding. These fees will include insurance fees. If anything breaks or gets stolen then there is insurance. The second fees are lawyer fees, a lawyer will have to set up a contract with some of the resources to ensure that they do what was asked of them. (Baca C.M 2007 p.346)

Insurance: R 2 000

Lawyer fees: R 1 950

Final budget

R 138 330 (Cost per task - total of all the tasks)

R 20 749.50 (project reserves)

R 27 666 (managerial reserves)

R 3950 (fees)

R 190 695.50

Document explaining how each cent was used

The total budget amount is R190 695.50. We will discuss exactly hoe we have come to this mount. Firstly I used all the human resources with their daily rate and timed it by how many days the will be working on the wedding. I then added all the amounts of the equipment and the materials that will be used. All of these amounts added together brought me to the R138 330. For project reserves we used 15% of the total cost. We came to an amount of R20 749.50. Project reserves are set in place to ensure that there is money to cover risks that were known, like project budget or the measure of performance. Managerial reserves are 20% of the total cost. Managerial reserves are in place to cover big emergencies if they should arise, such as a fire. Then lastly fees, fees are money that has to be paid because of the wedding. Fees for insurance at R2000, lawyer fees at R 1950. All of the above amounts added together give us the budget. (Baca C.M 2007 P.344-346)

Types of work

  • Performing the tasks of the project - the project manager and his team will have to do all the tasks on the work break down structure in the order it was laid out. The tasks will have to have the right quality and standards that was planned in the first place. The project manager must ensure that each task is a step closer to the client's perfect wedding.(Baca C.M 2007 p.376-377)
  • Staffing the project: the project manager will have to make sure that each person working on the wedding knows exactly what is expected of them, what they have to do. Each person working on the wedding needs to keep a "cool" head. If any problems should arise then they should discuss it with the project manager immediately (Baca C.M 2007 p.376-377).
  • Managing human resources: the project manager is accountable for all the members working on the wedding also their performance. The project manager will have to make sure that everything is done 100% correctly. All the decorations, managing of risks. The project manager has to give feedback on the progress of the wedding plans (Baca C.M 2007 p.376-377).
  • Managing other resources: the project manager needs to see that the resources that are needed for the wedding arrive on time. The flowers need to be delivered on the day of the wedding (Baca C.M 2007 p.376-377).
  • Installing methods and procedures: each step in this wedding was unique and needs to be worked out carefully. Every step has to be done professionally. After each step is done correctly there will be reported back to the project manager (Baca C.M 2007 p.376-377).
  • Collecting work performance information: status meetings and update report will have to be conducted so that the project manager knows that the plans are on the right track (Baca C.M 2007 p.376-377).
  • Implementing approved changes: if any changes to plans have to happen it will go through a process. The client will also have to be informed to these changes. Not all changes will be accepted (Baca C.M 2007 p.376-377).

Monitoring activities

  • Identify new risks - risks appear so easily. The project manager will have to monitor the wedding plans and resources carefully to make sure no new risks pass them by. In a wedding anything can go wrong, wrong flowers can be delivered etc. it is important to ensure that all risks are under control(Baca C.M 2007 p.410-411)
  • Monitor the risk process - the risk process used by the project manager of the wedding is monitored. The project manager needs to go over each risk again. He needs to identify risks as they go along (Baca C.M 2007 p.376-377). If risks in a wedding are not monitored it will be chaos.

Change request

The client requested changes to the planning of the wedding via email. The project manager will now have to have a meeting updating the team about possible changes made to the planning of the wedding (Baca C.M 2007 p.424-432).

After receiving the change request, the project manager puts it in the change logged which was created in the beginning. The team needs to be kept up to date with any changes. Next the project manager has a meeting with all members that are on the wedding planning. The change request is discussed and new task are given, to change what needs to be changed. The estimates of the change are discussed. The team needs to work out how this will affect the days that was set out for each task, also how this change will affect the budget. After looking at all these aspects the project manager now has to either accept or reject the change. If the change is accepted the project manager now has to notify the team. Change tracking will also be discussed to keep track on all changes made. For future reference and current projects (Baca C.M 2007 p.424-432).

Task 5

Wedding Evaluation report

To: Ms Naude

Page no: 1

Introduction

Discussed in the evaluation report of Ms Naude's wedding is the purpose of the wedding, also problems that came up, methods used in the planning and gathering of information and recommendations. This is a very special day for Ms Naude. Elegant weddings want to make this day perfect. This includes a fair budget, quality work performance and professionalism. Purpose of communication is to explain what has been achieved so far and what remains to be completed, to listen and to respond to the needs and views of the team members with the project(ADPP1209 study guide v1.0:p96).

It is elegant weddings goal to ensure that the wedding plans are successful. Everything needs to be ready for that day, on time and correct.

Problem statement

Ms Naude came to us to plan her wedding she wanted a big wedding with approximately 300 guests. The main color themes for the wedding are red and silver. Her budgeted amount allowed was R200 000, elegant wedding planned her dream wedding for R190 695.50. Throughout the planning process we encountered a few minor problems affecting the completion of the wedding.

Evaluation method

Tasks where completed, after having the problem of venue flowers getting mixed up with another wedding's flower. Each person on the team final did their work the best way they could. Final result comes to that the overall plans where 100% correct. Informal chartering was used; we received a telephone call from the client Ms Naude. A meeting was arranged for Ms Naude to come in and meet the project manager and to discuss details that she wanted us to know.

I then explained the roles that the project manager will use in planning his wedding, these include, and communicator, analyst, strategist, coordinator, documenter etc. a short description was given to each to explain what is meant by these roles. There are attributes and skills needed to plan projects and to execute them.

The preliminary scope statement was also attached to explain each step of the planning process. Project objectives are that the wedding gets executed correct. This is included in the MOP. Project constraints are boundaries identified that needs to be worked through. The team and the project manager have a budget that they need to keep in, which they have met. Assumptions, requirements, cost estimates were also explained. Only 3 product requirements where used, gathering, confirming and baseline

In the work break down structure all tasks where identified in a hierarchy. The WBS allows the project manager to think step for step. In the WBS the tasks where as follow; planning, creating the guest list, finding a venue, planning the menu with the caterers, planning the seating of the guests, table decorations, flower decorations which was done by decoration coordinator, gifts for each guest, and the guests gifts. Resource estimates where calculated with the person doing the job, their rate per day and the amount of days working on the wedding. Work effort & duration for each task was planned carefully, the hours worked on the specific task was identified these hours go over a few days. The work effort is the total hours worked on that task. The duration is the total days over which the hours go. A quality policy was created by the project manager.

Risks where identified, all problems, risks that might occur solutions was in place. 25% of all the risks will be responded to. Find below the final budget that was created:

Final budget

R 138 330 (Cost per task - total of all the tasks)

R 20 749.50 (project reserves)

R 27 666 (managerial reserves)

R 3950 (fees)

R 190 695.50

Response planning

Avoid: early in the planning of the wedding risks where identified and solutions were worked out to block these risks.

Transfer: risks were given to team members to deal with.

Mitigate: was used to soften the risk that will affect the wedding.

Accept: the risk was accepted and was decided to leave it without a solution.

(Baca C.M 2007: p 272)

Conclusion

All the objectives where met, even though there was small humps in the road. The project manager and his team managed to get through the planning of Ms Naude's wedding. For future references all of above will be documented for future projects. This will help the team not to make the same mistake again.

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