Project Management Plan, Fall2015 A Wedding Plan combine 2 different cultures Planned and Presented in UCI PM class

1. WEDDING PROJECT MANAGEMENT: JAPAHINDI WEDDING
ZAKI & RIKO

2. PROJECT AGENDA
 Introduction and cultural background
 Project Charter
 Organizational Chart and RAM/RACI
 Work Breakdown Structure (WBS)
 Stakeholder analysis
 Risk Register, Scale Definition and Matrix
 Schedule (Timeline)
 Estimation of costs (Baseline scenario)
 Performance and metrics
 Communication Plan
 Procurement Analysis and Make or Buy Decision-Making
 Master Status Report
 Earned Value Analysis
 Change Control Process
 Conclusions
 Lessons Learned

3. ● Conducted by “Kannushi” officiate
● Divided ceremony and reception
● Wear traditional clothing (Shiromuku)
● Sacred and exchange nuptial cups
● It takes one day!
● Not everyone dances during reception
● Conducted by “Poojari” officiate
● It can last up to 2 weeks
● The couple must match their horoscopes
● Traditional clothing (Kurtha)
● Great number of guests (up to 10.000)
● Lots of celebrations (Sangeeth, Mehandi…)
CULTURAL BACKGROUND
JAPANESE WEDDING HINDI WEDDING

4. OUR MISION
The reason why we exist and what we seek with our
activity is:
 To help a young couple to fulfill their dreams
 To organize a successful combined cultural wedding
between two traditions nearly opposite to each other
in less than 10 months
 To make use of all of our techniques, tools and most
of all experience to make sure everybody goes back
home with a huge smile on their faces

5. PROJECT CHARTER - SCOPE
 Wedding preparation meeting
 Venue
 Invitation Design
 Wedding Favors
 Guest list
 Activities list
 Wedding Reception
 Cake Design
 The Music Band and Dancing
 Flowers and Bouquets
 Transportation to Venue
 Photography and Videography
Marriage license
Celebrities contact for
reception
Wedding rings
Wedding attires
Additional insurance
Honeymoon trip
Accommodation Reservation
IN SCOPE OUT OF SCOPE

6. PROJECT CHARTER -
CONSTRAINTS
 Carson City (Arizona)
 Budget sky limited to a maximum of US$ 150,000
 Maximum number of guests is 300 people
(+10% of maximum variance)
 Combination of Hindu and Japanese cultural customs
of wedding style and traditions
 Project duration estimated in 10 months
 Multiple choices of food
e.g. Religion, Traditional, Child food, celiac…

7. PROJECT CHARTER - PRIORITY
SCHEDULE

8. PROJECT CHARTER -
PRIORITY
QUALITY

9. PROJECT CHARTER -
PRIORITY
SCOPE

10. PROJECT CHARTER -
PRIORITY
COST

11. ORGANIZATIONAL CHART
Project Manager
Guillermo Castillejo
Financial
Manager
Sebastien Nan
Procurement
Manager
Shinichi Akai
Marketing &
Com. Manager
Tina Lai
Schedule
Manager
Daogeng Wu
HHRR & C.C.
Manager
Modi Wilson
Risk Manager
Cici Chen
MAINTENANCE MARICA

12. BRIDE & GROOM

13. RAM/RACI

14. WORK BREAKDOWN STRUCTURE (I)
JAPAHINDI
WEDDING
ANALYSIS DESIGN CONSTRUCTION REHEARSAL EXECUTION

15. WORK BREAKDOWN STRUCTURE
(II)

16. STAKEHOLDER REGISTER (I)

17. STAKEHOLDER REGISTER
(II)

18. RISK SCALE DEFINITION

19. RISK REGISTER (I)

20. RISK MATRIX

21. SCHEDULE (TIMELINE)

22. SCHEDULE (TIMELINE)
Total duration : 10 months
3/2/16: 30%
Wedding date: 10/6/16

23. ESTIMATION OF BASELINE COSTS (I)
PROJECT ESTIMATING WORKSHEET
ID # WBS Category WBS # Description
Duration
(hr/dy/wk)
Resources (labor, matl,
equip)
Qty/%
Unit Cost
(hr/dy/wk)
Total CostAssumptions / CompletionCriteria
1 Analysis 1.2.3.2 Complementaryinsurance
7 days
Service 1 $2.500,00 $2.500,00 insurance for wedding hall
2 Analysis 1.2.3.2 Contigency / reserve Service 15% $10.000,00 $10.000,00 Reserve for extra cost
3 Design 2.3.1.1 Tables
30 days
Equipment 35 $10,00 $350,00 Each table serves 10 people
4 Design 2.3.1.2 Chairs Equipment 300 $2,00 $600,00 Each table needs 10 chairs
5 Design 2.3.1.3 Candles Equipment 40 $14,00 $560,00 Each table puts one candle on it
6 Design 2.3.1.6 Fork, knife, spoon Equipment 330 $7,25 $2.392,50 1 set of plastic tableware(1 fork, 1 knife, 1 spoon) costs $7.25
11 Design 2.3.2 Price of menue 5 days Service 330 $20,00 $6.600,00 Each guest costs $20
12 Construction 3.1 Rent Venue for party
3 days
Service 4 $3.000,00 $12.000,00 $3,000/hr×4hr, includingthe decorationand arrangement
13 Construction 3.1 Rent Venue for ceremony Service 2 $3.000,00 $6.000,00 $3,000/hr×2hr
23 Construction 3.7 Coordinator 1 day Labor 21 $15,00 $315,00 We have 3 coordinators working at a rate of 15 per hour for 7 days
24 Construction 3.7 Waiters 1 day Labor 225 $9,00 $2.025,00 We have decided to have 1 waiter every 4/5 guests, plus a final buffer fro contingencyor other problems
25 Construction 3.7 Security staff 1 day Labor 120 $12,00 $1.440,00 We assume that we need between 10 and 12 people during the whole day of the celebration(12 hours)
26 Construction 3.7 Reception 1 day Labor 10 $10,00 $100,00 We assume that we need 5 receptionists during 2 hours previous to the start of the celebration
49 Rehearsal 4.5.1 The make up of bride
1 day
Labor 1 $175,00 $175,00 The price of the materials (MaxFactor)are added
50 Rehearsal 4.5.1 The make up of groom Labor 1 $50,00 $50,00 The price of the materials (Shisheido) are added
51 Rehearsal 4.5.2 The hair design of bride Labor 1 $125,00 $125,00 Includes de price of the products (shampoo, conditioner, etc)
56 Rehearsal 4.5.3 The suit of groom 60 days Material 1 $1.000,00 $1.000,00 Includes the tayloringand the different adjustments after the rehearsal
57 Execution 5.4.1.1 Cleaning staff
2 days
Labor 45 $10,00 $450,00 3 cleaning staffs (10$ per hour) for 3 hours per days
58 Execution 5.4.1.2 Garbage and litter material Material 4 $17,00 $68,00 Great Value Drawstring Tall Kitchen Bags, 13 gallon, 150 count
59 Execution 5.4.1.2 Cleaning equipement Equipment 3 $30,00 $90,00 sweep, brush
Construction
Subtotal $163.178,00
TOTAL 214 570 $ per day (average) - $122.078,00 Without extra-services: Honeymoon,Room reservation and additional insurance
 Bottom-up estimation
 WBS and task apportion
 Expert judgment
 Online Research
BASIS OF ESTIMATE

24. ESTIMATION OF BASELINE COSTS (II)
PROJECT ESTIMATING WORKSHEET
ID #
WBS
Category
WBS # Description
Duration
(hr/dy/w
k)
Resource
s (labor,
matl,
equip)
Qty/
%
Unit Cost
(hr/dy/wk
)
Total Cost Assumptions / Completion Criteria
1 Analysis 1.2.3.2
Complement
ary insurance
7 days
Service 1 $2,500.00 $2,500.00 Insurance for wedding hall
2 Analysis 1.2.3.2
Contingency /
reserve
Service 15% $10,000.00 $10,000.00 Reserve for extra cost
31 Construction 3.8 The honeymoon 14 days Service 1 $10,000.00 $10,000.00 Europe tour (include England)
36 Construction 3.8.5.3
Price of Hotel
room arrangement
7 days Service 40 $840.00 $33,600.00
It's an extra charge from the guest, we assume
150 guests will ask for accomendation
arrangement
………
Bottom-up Estimation Total Budget: $122,000$163,000

25. ESTIMATION OF BASELINE COSTS (III)

26. STAKEHOLDER MAP

27. COMMUNICATION ANALYSIS
Sponsor Bride Guest
How often
Once/ 3 months
(for the 3 firsts months)
1-2 times /months
For the first 2 months Only once
Purpose
To review the budget and the schedule
To review the projects are
on schedule and discuses
the future plan
The date and the
place of the wedding.
How
Mail/Face-to-face meeting
Mail/Phone/Face-to-face
meeting
Mail/Phone (if guest
don't reply)

28. COMMUNICATION PROCESS

29. MAKE OR BUY ANALYSIS
Deliverables activities Make or Buy Reason Why Outsoursing Contract type
1Analysis 1.1 Proposals Make Core work -
1.2 Specification Make Core work -
2Design 2.1 Proposal Make Core work -
2.2 Sketch Buy More efficient Wedding planning company FPIP
2.3 Timeline Buy No skills exist Wedding planning company FPIP
3Construction 3.1 Choosing Salon Make Core work -
3.2 Choosing Invitation Buy Less costly Printing company CPFP & FPIP
3.3 Entertaimnet Buy No skills exist Event planning company FPIP
3.4 Decoration Buy More efficient Event planning company FPIP
3.5 Food Buy Less costly Catering company CPFP
3.6 Beverage Buy Less costly Catering company CPFP
3.7 Staff Buy No skills exist Wedding planning company FPIP
3.8 Extra Services Buy Transfer risk Wedding planning company FPIP
4Rehearsal 4.1 Rehearse Buy No skills exist Wedding planning company FPIP
4.2 Tasting Buy Transfer risk Catering company CPFP
4.3 Sound Buy No skills exist Event planning company FPIP
4.4 Lighting Buy No skills exist Event planning company FPIP
4.5 Bride's elements Buy Small volume Wedding planning company FPIP
5Execution 5.1 Assembly / Shipping Buy Transfer risk Venue renting company FFP
5.2
Logistics and
Coordination
Buy
Less costly Travel argency CPFP
5.3 Monitoring Make Control the work -
5.4 Closing Make Learn new skills -
Cleaning Buy Less costly Clean company FFP
Deliverables activities Make or Buy Reason Why
1Analysis 1 Proposals Make Core work
2 Specification Make Core work
2Design 1 Proposal Make Core work
3Construction 1
Choosing
Salon
Make
Core work
5Execution 3
Monitoring Make
Control the
work
4 Closing Make Learn new skills

30. SCOPE OF PROCUREMENT
# Item or service Contract type Description Constraints(Time) Constraints(Requirements)
1 Wedding planning company FPIP Responsible for wedding 8 months
Make an excellent wedding that satisfies the
client. Expertise and training of staff
(MC, waiter, attendant)
2 Venue renting company FFP Supply the Venue for wedding
During wedding and rehearsal
(2days)
Make sure the capacity, provide base
lighting, air conditioning
3 Catering company CPFP
Supply foods and drink for
wedding
During wedding earsalays)
Cooking any kind of foods, provide chef,
equipment and serve foods
4 Event planning company FPIP
Supply music (DJ, bands or
orchestra), perforemance
During wedding and rehearsal
(2days)
Provide special lighting, stage and properties
which needs for performance
5 Printing company CPFP & FPIP
Supply any kind of printing
ducments (invitation etc.)
After the contract (6months)
Invitation design and print, other printing
issue (program, menu...)
6 Photograph company FPIP
Take picture and video during
the wedding
During wedding and rehearsal
(2days)
Take and edit phot and video, before and
during wedding
7 Travel argency CPFP
Make sure guest transportation
and proposal honemoon
After the contract (6months)
Booking guest transportation and
accommodation and propose the
honeymoon
8 Room decoration company FPIP
Arrange and decorate furniture,
lights and walls
Before wedding and rehearsal
(3days)
Arrangement and the table layout and
decorete room
9 Clean company FFP Clean room after wedding
After wedding and rehearsal
(1day)
Meet the requirement of condition after
wedding
Item or service Contract type Description Constraints(Time) Constraints(Requirements)
Wedding
planning
company
FPIP Responsible
for wedding
8 months
Make an excellent wedding that satisfies
the client. Expertise and training of staff
(MC, waiter, attendant)

31. PROCUREMENT CONSTRAINTS
# Characteristic Influence Description
1 Scope High What should we procure
2 Procedure Medium Direct purchase/indirect purchase
3 Potential suppliers Low Alternative suppliers
4 Selection criteria High The quality evaluation
5 Duration of Agreement High The time of the contract lasting
6 Management tools High
The technical use to procure goods
and service
7 Purchaserexpert High Competence required of purchaser
8 Time High Deliver schedule
9 Transaction costs Medium Deliver cost
10 Prices High Cost of service and goods
11 Risks High Risks during procurement

32. RESPONSIBILITIES AND AUTHORITIES
# NAME ROLE RESPONSIBILITES LIMITATION
1 Mr. Mucadam Project Sponsor
Authorization of entire project
Approve purchase orders up to limit
Above $150 K
2 Shinichi Akai Project Sponsor
Authorization of entire project
Approve purchase orders up to limit
Above $100 K
3 Guillermo Castillejo Project Manager
Authorization of entire project
Sign purchase orders up to limit
Co-sign purchaseorders
Above $50 K
4 Sebastien Nan Financial Manager
Audit Compliance
Sign purchase orders up to limit
Co-sign purchase orders
Above $10 K
5 Shinichi Akai Procurement Manager
Procurement Contract Reporting
Sign purchase orders up to limit
Supply Chain Management
Above$5 K
6 HungYu Lai Marketing Manager
Provide purchasing performance
Provide product and market research
Below$5 K

33. DECISION CRITERIA
# Our needs Description
1 Flexibility Ability to accommodate design changes during both design and approval periods
2 Quality level
Contractor’s reputation, aesthetics and confidence in design. A wedding which reflects the
Client(Bride&Groom) activities and image
3 Complexity
Client(Bride&Groom) may specify required design/ high quality wedding and require
particular planner, or constructability analysis
4 Price Competition Covering such issues as value for money, services, costs and competitive tendering.
5 Cost Certainty
Price and the stipulated time and knowledge of how much the sponsors have to pay at each
period during the construction phase. A reduction in unanticipated extra cost over-run
6 Speed
Speedy procurement process, e.g. a desire to have the project completed as soon as
possible.
7 Time Certainty
Degree of certainty that the project will be completed on the date, which is agreed by
Client(Bride&Groom) and contractor when signing the contract. A reduction in unanticipated
extra time over-run.
8 Responsibility
Keep communicate with and involved in as much as the project influence Client(Bride &
Groom) life
9
Risk Allocation /
Avoidance
A wish to identify risks and uncertainties during the procuring process
# Our needs Description
1 Flexibility
Ability to accommodate design changes during
both design and approval periods

34. PROCUREMENT DOCUMENTATION
# Document Name
1 Site requisition order form
2 Request for quotation
3 Purchase order/contract
4 Procurement evaluation form
5 Information of sellers
6 Contract statement of work
7 Proposed terms and conditions of the contract

35. MASTER STATUS REPORT
 Assumptions of each work-package
 Schedule and budget variances
 Percentage of completed activities
 Risks and CURRENT STATUS
STATUS REPORT

36. PERFORMANCE & METRICS
 Checklist format
 SMART criteria
 Baseline comparison
 Status and
completion
 MEASURABLE!

37. Is the change
sensible and well-
fouded ?
Request for change
Planning documents and
estimates
Planned Scenarios
Assesment of impact Rejection of change
Is the change
approved ?
Updated planning
documents and revise
baselines
Implement the change
and integrate into project
Documenting the
rejection
NO (AD HOC)
YES
YES NO
Verify and track the
change implementation
Conduct feasibility study
and present to CCB
(Change Control Board)
CHANGE CONTROL PROCESS
 Baseline Scenario:
300 guests
 Change requested for
an extra 100 guests
(80 from Indian family
and 20 from Japanese)
 Continuous change
and monitoring

38. EARNED VALUE SCENARIO
1/1/2016 2/28/2016 4/30/2016 6/30/2016 8/31/2016 10/6/2016
PV 0 20% 45% 75% 90% 100%
EV 0 25% 35% 70% 93% 100%
AV 0 15% 40% 85% 91% 99%
0%
20%
40%
60%
80%
100%
WORKCOMPLETED
TIMELINE
PV EV AV

39. SUCCESS INDICATORS & PROJECT EXIT CRITERIA
 The Feedback from all the participant
- The satisfaction from the sponsor, bride, groom
 Earned Value Analysis during the project
- Tracking the Schedule, Cost, Completion
 Attendance Rate
- How many people joined the activities?
- How many people stayed until the end?
 Food Quality and Quantity
- How much food was left after the party?
- Which kind of food was more consumed or left the most?
 Decoration of the Venue
- The selection criteria of the suppliers were as intended
- Expert Experience and Opinions have been achieved
 Merge Cultural Ceremony Arrangement
- Have good communication with bride and groom
- Our client feels satisfied at all times
- Our client has not thought about call-off during the whole project

40. PROJECT TRANSITION
Treating a Business Transition as an integrated project is critical for being
successful in similar projects in the future and to learn from our own
mistakes and experience
Project charter
Documents
and reporting
Findings and
customer
feedback
Business
transition
achieved and
people
management
has been
executed
Project sign-
off: READY
TO START
AGAIN!

41. CONCLUSIONS & CLOSING
 Planning is one of the most important phases of this
project if we want the result to be as expected
 When two different cultures are merged,
communication is vital to keep the project alive
 Managing the risks in a daily basis to keep them under
control will ensure that nothing unexpected happens
 Performance metrics and KPIs are really useful to
track the smoothness of the operations
 Every activity performed during the project has one
only purpose: CLIENT’S SATISFACTION! (Bride and
Groom will be happy anyway)

42. LESSONS LEARNED
● How to work project effciently, especially between people of
different countries and cultures. For example, we have worked
alternatively and used group discussion and individual work.
Actually, I want to break my daughter’s wedding.
Shinishi Akai – Unhappy father of
the Bride

43. LESSONS LEARNED
● Should keep tracking the purpose of the project. Think more
about the assumptions to mitigate the risks and keep woking
more on communication skills for teamwork.
Tina / Hung-Yu Lai – Hard worker

44. LESSONS LEARNED
● Project management need to stand on a higher position.
Cici Chen – Future President of China
(uses few words to say lots of things)

45. LESSONS LEARNED
Important of risk management
● Prevent risk
● Cost/Benefit
● Importance of mitigation
Sebastian Nan – Team moderator
and best dancer

46. LESSONS LEARNED
● Don't be afraid of what might go wrong
Daegong Wu – Proffesional Noise-maker

47. LESSONS LEARNED
● A project manager must encourage cooperation collaboration
and communication among the team members and help them to
resolve any disagreements
Modi Wilson – The watchman

48. LESSONS LEARNED
● When people are working together for a project every one of
them has something to contribute and bring value to the team.
And when all the value is put together, that is when a project is
successful.
Guillermo Castillejo – Future Groom