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WEDDING PROJECT MANAGEMENT: JAPAHINDI WEDDING
ZAKI & RIKO
PROJECT AGENDA
 Introduction and cultural background
 Project Charter
 Organizational Chart and RAM/RACI
 Work Breakdo...
● Conducted by “Kannushi” officiate
● Divided ceremony and reception
● Wear traditional clothing (Shiromuku)
● Sacred and ...
OUR MISION
The reason why we exist and what we seek with our
activity is:
 To help a young couple to fulfill their dreams...
PROJECT CHARTER - SCOPE
 Wedding preparation meeting
 Venue
 Invitation Design
 Wedding Favors
 Guest list
 Activiti...
PROJECT CHARTER -
CONSTRAINTS
 Carson City (Arizona)
 Budget sky limited to a maximum of US$ 150,000
 Maximum number of...
PROJECT CHARTER - PRIORITY
SCHEDULE
PROJECT CHARTER -
PRIORITY
QUALITY
PROJECT CHARTER -
PRIORITY
SCOPE
PROJECT CHARTER -
PRIORITY
COST
ORGANIZATIONAL CHART
Project Manager
Guillermo Castillejo
Financial
Manager
Sebastien Nan
Procurement
Manager
Shinichi Aka...
BRIDE & GROOM
RAM/RACI
WORK BREAKDOWN STRUCTURE (I)
JAPAHINDI
WEDDING
ANALYSIS DESIGN CONSTRUCTION REHEARSAL EXECUTION
WORK BREAKDOWN STRUCTURE
(II)
STAKEHOLDER REGISTER (I)
STAKEHOLDER REGISTER
(II)
RISK SCALE DEFINITION
RISK REGISTER (I)
RISK MATRIX
SCHEDULE (TIMELINE)
SCHEDULE (TIMELINE)
Total duration : 10 months
3/2/16: 30%
Wedding date: 10/6/16
ESTIMATION OF BASELINE COSTS (I)
PROJECT ESTIMATING WORKSHEET
ID # WBS Category WBS # Description
Duration
(hr/dy/wk)
Reso...
ESTIMATION OF BASELINE COSTS (II)
PROJECT ESTIMATING WORKSHEET
ID #
WBS
Category
WBS # Description
Duration
(hr/dy/w
k)
Re...
ESTIMATION OF BASELINE COSTS (III)
STAKEHOLDER MAP
COMMUNICATION ANALYSIS
Sponsor Bride Guest
How often
Once/ 3 months
(for the 3 firsts months)
1-2 times /months
For the fi...
COMMUNICATION PROCESS
MAKE OR BUY ANALYSIS
Deliverables activities Make or Buy Reason Why Outsoursing Contract type
1Analysis 1.1 Proposals Make...
SCOPE OF PROCUREMENT
# Item or service Contract type Description Constraints(Time) Constraints(Requirements)
1 Wedding pla...
PROCUREMENT CONSTRAINTS
# Characteristic Influence Description
1 Scope High What should we procure
2 Procedure Medium Dire...
RESPONSIBILITIES AND AUTHORITIES
# NAME ROLE RESPONSIBILITES LIMITATION
1 Mr. Mucadam Project Sponsor
Authorization of ent...
DECISION CRITERIA
# Our needs Description
1 Flexibility Ability to accommodate design changes during both design and appro...
PROCUREMENT DOCUMENTATION
# Document Name
1 Site requisition order form
2 Request for quotation
3 Purchase order/contract
...
MASTER STATUS REPORT
 Assumptions of each work-package
 Schedule and budget variances
 Percentage of completed activiti...
PERFORMANCE & METRICS
 Checklist format
 SMART criteria
 Baseline comparison
 Status and
completion
 MEASURABLE!
Is the change
sensible and well-
fouded ?
Request for change
Planning documents and
estimates
Planned Scenarios
Assesment ...
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...
SUCCESS INDICATORS & PROJECT EXIT CRITERIA
 The Feedback from all the participant
- The satisfaction from the sponsor, br...
PROJECT TRANSITION
Treating a Business Transition as an integrated project is critical for being
successful in similar pro...
CONCLUSIONS & CLOSING
 Planning is one of the most important phases of this
project if we want the result to be as expect...
LESSONS LEARNED
● How to work project effciently, especially between people of
different countries and cultures. For examp...
LESSONS LEARNED
● Should keep tracking the purpose of the project. Think more
about the assumptions to mitigate the risks ...
LESSONS LEARNED
● Project management need to stand on a higher position.
Cici Chen – Future President of China
(uses few w...
LESSONS LEARNED
Important of risk management
● Prevent risk
● Cost/Benefit
● Importance of mitigation
Sebastian Nan – Team...
LESSONS LEARNED
● Don't be afraid of what might go wrong
Daegong Wu – Proffesional Noise-maker
LESSONS LEARNED
● A project manager must encourage cooperation collaboration
and communication among the team members and ...
LESSONS LEARNED
● When people are working together for a project every one of
them has something to contribute and bring v...
Japahindi Wedding Project Management Plan
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Japahindi Wedding Project Management Plan

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

Published in: Education
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Japahindi Wedding Project Management Plan

  1. 1. WEDDING PROJECT MANAGEMENT: JAPAHINDI WEDDING ZAKI & RIKO
  2. 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. 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. 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. 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. 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. 7. PROJECT CHARTER - PRIORITY SCHEDULE
  8. 8. PROJECT CHARTER - PRIORITY QUALITY
  9. 9. PROJECT CHARTER - PRIORITY SCOPE
  10. 10. PROJECT CHARTER - PRIORITY COST
  11. 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. 12. BRIDE & GROOM
  13. 13. RAM/RACI
  14. 14. WORK BREAKDOWN STRUCTURE (I) JAPAHINDI WEDDING ANALYSIS DESIGN CONSTRUCTION REHEARSAL EXECUTION
  15. 15. WORK BREAKDOWN STRUCTURE (II)
  16. 16. STAKEHOLDER REGISTER (I)
  17. 17. STAKEHOLDER REGISTER (II)
  18. 18. RISK SCALE DEFINITION
  19. 19. RISK REGISTER (I)
  20. 20. RISK MATRIX
  21. 21. SCHEDULE (TIMELINE)
  22. 22. SCHEDULE (TIMELINE) Total duration : 10 months 3/2/16: 30% Wedding date: 10/6/16
  23. 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. 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. 25. ESTIMATION OF BASELINE COSTS (III)
  26. 26. STAKEHOLDER MAP
  27. 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. 28. COMMUNICATION PROCESS
  29. 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. 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. 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. 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. 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. 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. 35. MASTER STATUS REPORT  Assumptions of each work-package  Schedule and budget variances  Percentage of completed activities  Risks and CURRENT STATUS STATUS REPORT
  36. 36. PERFORMANCE & METRICS  Checklist format  SMART criteria  Baseline comparison  Status and completion  MEASURABLE!
  37. 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. 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. 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. 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. 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. 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. 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. 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. 45. LESSONS LEARNED Important of risk management ● Prevent risk ● Cost/Benefit ● Importance of mitigation Sebastian Nan – Team moderator and best dancer
  46. 46. LESSONS LEARNED ● Don't be afraid of what might go wrong Daegong Wu – Proffesional Noise-maker
  47. 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. 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

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