Project Plan for Company Retreat to Another Company

This project plan outlines the objectives, deliverables, milestones, technical requirements, limits and exclusions, and customer review for a company retreat to another company. It also includes a project priority matrix, work breakdown structure, and cost estimation.

A company retreat to another company
PROJECT PLANNING
[STUDENT NAME]
[STUDENT ID]

Company retreat to another company – Project plan
Table of Contents
1. Introduction........................................................................................................................2
1.1. Objectives............................................................................................................................2
1.2. Deliverables.........................................................................................................................2
1.3. Milestones............................................................................................................................2
1.4. Technical requirements........................................................................................................3
1.5. Limits and exclusions...........................................................................................................3
1.6. Customer review..................................................................................................................3
2. Project Priority Matrix.......................................................................................................3
3. Work Breakdown Structure (WBS)...................................................................................4
4. Cost estimation...................................................................................................................6
4.1. Time-phased budget.............................................................................................................6
5. References..........................................................................................................................9
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Company retreat to another company – Project plan
1. Introduction
Hongkong Poster is a software development company that provides solutions and web-
based services to its customers. It has built itself a reputation in the field and has an
employee strength of over 1000 people. The company handles both short and long-term
projects. The company had completed a project that was being in development since the
last 15 months and it was handled by a team of 25 people. The project allowed Hongkong
Poster to generate good amount of revenues and in-turn the company decided to provide a
company retreat to the members of the team. As a result, a trip to Malaysia was organized
and the entire expenses was borne by the organization. This trip is treated as a project and
as a result it will be managed using PMBOK principles which would help in managing of
project’s budget, schedule, quality, risks and communications in an efficient manner.
Many other techniques and methodologies provided in the PMBOK guide would be used
in order to manage and govern the project so that it becomes a success (An Overview of
PMBOK – The nine elements of Project management, 2016).
1.1. Objectives
The main objective of the given project is of a retreat that will be provided to employees
of HongKong Poster within a defined budget of SGD 70,000. Following key goals of the
project must be fulfilled.
 To complete the booking of 2-way air tickets for each of the team members based
on the dates given by the majority.
 To complete the booking of hotel rooms on a twin-sharing basis of each room.
 To create a complete itinerary of the entire trip.
1.2. Deliverables
 Preparation of a complete list of all the team members who are going for the
retreat.
 Approval of visas for all of the team members.
 A detailed preparation of itinerary for the retreat.
 Confirmation of the hotel rooms required.
 2-way air tickets for each of the members.
1.3. Milestones
 Venue selection dates would be – 1st December, 2018
 Finalization of team members would be on – 4th December, 2018
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Company retreat to another company – Project plan
 Booking of Air Tickets would be by – 15th December, 2018.
 Finalization of Visa would be by – 17th December, 2018
 Preparation of the complete itinerary would be by – 19th December, 2018.
 Arrangement in terms of the hotels would be – 24th December, 2018.
1.4. Technical requirements
The technical requirement for the project comprised of the below items:
 Every team member needs to have a passport that is valid.
 Every team member needs to be eligible for applying for Malaysian Visa.
 Every team member must be granted the Malaysian Visa.
 Every team member must be medically fit enough to travel for the required
dates.
1.5. Limits and exclusions
 The company retreat would not be covering the expenditure of shopping that
would be done by the team members (Baguley, 2013).
 The tickets provided to the employees would be of economy class and any
upgrades whatsoever will not be covered under the company’s expenses/
 The team member will not be allowed to travel if that member is critical to any
other on-going project of the organization.
 The hotels booked will be on twin-sharing basis and if a member prefers single-
occupancy then the same shall not be covered by the company.
 The trip overall would be concluded within a span of 7 days including the dates
required for traveling.
1.6. Customer review
Hongkong Poster management review committee
2. Project Priority Matrix
The proposed project of company retreat to another country is directly monitored by 3 key
factors: scope, cost and time. This is defined by a matrix, project priority matrix, shown
below:
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Company retreat to another company – Project plan
Time Scope/Performance Cost
Constrain X
Enhance X
Accept X
Project Priority Matrix
(Microsoft, 2016)
The mentioned factors above are accepted in one of the three forms i.e. either they are
constraint, enhance or accept.
 Constraint
It can be observed that all the three factors can act as constraint in the company retreat
project because neither they can compromise with finalized dates nor they can extend
the scope beyond the acceptable limit. Cost is always a concern for any project. But
time will be the biggest constraint among three. This is so because every employee
has certain role in the organization and they have certain responsibilities to perform.
Hence, even a day extension in the trip can adversely impact the performance of other
projects in which they are involved.
 Enhance
Among the three factors, only scope has a space for enhancement because time and
budget are restricted and the project has to be completed within their limits. Both of
them are fixed and no changes can be made in them under any situation. With respect
to scope, facilities which are provide to the team members, can be enhanced anytime.
Along with this, any other services can also be enhanced within the budget area
(HEALEY, 2017).
 Accept
Though, cost is constraint and cannot be enhanced but in most of the projects, a 10%
margin is saved for any unlikely risk or situation. Hence there will be a slight
deviation in the budget. For instance: this deviation can be used for buying extra food
items for the team.
3. Work Breakdown Structure (WBS)
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Company retreat to another company – Project plan
(Structure, 2016)
Following are key work packages of proposed project of company retreat:
 Recruitment of resources
The resources include both team members and non-human resources. In this package
four sub-activities shall be executed i.e. the initial meeting shall be kick-started which
includes framing scope and requirements of the project; venue shall be selected
depending on the availability; a complete project plan shall be prepared and selecting
2-3 dates for conducting the retreat.
 Travel ticket booking (air-tickets)
In this package three sub-activities shall be executed i.e. travel date is finalized after
consulting the team members are their respective project deliveries; data of all team
members shall be gathered to group them as per their interests and ages and return
tickets of all team members are booked using these details.
 Approve Visa
In this package five sub-activities shall be executed i.e. manager shall collect passport
details of all team members along with documents required for filing application visa.
5
Company
Retreat to a
country
Recruit
resources
Kick-start
meeting
Selectio of
venue
Prepare project
plan
Choose 2-3
dates for
retreat
Air-Ticket
booking
Select travel
date
Collect team
detail
Book return
ticket for team
Approve VISA
Get passport
details
Get visa related
documents
Fill Visa
documents for
all team
members
File application
for visa
Collect visa
Travel visit map
List the cities to
visit
Itineray design
for each city
Share created
itneray wth
team members
Get feedback
Accomodate
changes in the
plan
Finalize travel
plan
Book Hotel
Prepare hotel
list to visit
Search hotel
data
Get availability
dates of the
hotels
Create hotel
booking on
sharing base
Obtain Permits
Finalize travel
spots which
need permit
Share visitors
data with
permit office
File application
to get permit
Get permits
Finalize plan
Finalize all data
and gathered
information
share finalized
data with team

Company retreat to another company – Project plan
The documents may include ID proof, address proof, educational certificate, salary
slips. Next sub-activity is to get all team members to fill the visa application forms.
After this, HR manager files these application for visa approval. Finally, the visa gets
approved for all team members and they shall be courier by the visa office.
 Travel visit map
In this package six sub-activities shall be executed i.e. manager lists all the cities to be
visited by the team and may form a part of travel plan. Map of every city is circulated
among the team members. Team provide its feedbacks to the manager and depending
on the feedbacks, final itinerary is decided. Once the changes are made, final travel
plan is circulated among the team members (Heerkens, 2015).
 Book hotel
In this package four sub-activities shall be executed i.e. a list of hotels is prepared
depending on the cities to be visited and dates for which retreat is planned. Then a
final choice of the hotels is made and tickets are booked. The hotel rooms shall be
booked depending for employees on twin sharing basis.
 Arrangement of Permits
In this package four sub-activities shall be executed i.e. there are some spots in cities
which require permits for visit. In order to get permits, all the documents and data of
team members are shared with the permit office. After cross checking them, permits
are issued for the team and couriered by the permit office.
 Finalize and Share
In this package, final review of permits and travel plan is done. This will be shared by
the managers with all team members.
4. Cost estimation
4.1. Time-phased budget
The cost of the proposed project has been estimated using the time-phased technique. It
has two key benefits: first it provides cost of value statement of business and secondly it
offers risk contingency plan.
Task Name 1st week 2nd week
3rd
week
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Company retreat to another company – Project plan
Company Retreat to a country
Recruit resources
Kick-start meeting 500
Selection of venue 250
Prepare project plan 450
Choose 2-3 dates for retreat 150
Booking of air tickets
Select travel date 150
Collect team detail 200
Book return ticket for team 30000
Approve VISA
Get passport details 3000
Get visa related documents 3000
Fill Visa documents for all team
members 600
File application for visa 3000
Collect visa 150
Travel visit map
List the cities to visit 500
Itinerary design for each city 1500
Share created itinerary with team
members 1000
Get feedback 1000
Accommodate changes in the plan 600
Finalize travel plan 600
Book Hotel
Prepare hotel list to visit 500
Search hotel data 700
Get availability dates of the hotels 600
Create hotel booking on sharing
base 30000
Obtain Permits
Finalize travel spots which need 500
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Company retreat to another company – Project plan
permit
Share visitors data with permit
office 500
File application to get permit 4500
Get permits 1500
Finalize plan
Finalize all data and gathered
information 450
Share final information 450
Cumulative cost 32050 66450 67150
1 2 3
0
10000
20000
30000
40000
50000
60000
70000
80000
Cumulative cost
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Company retreat to another company – Project plan
5. References
An Overview of PMBOK - The Nine Elements of Project Management. (2016). Brighthub
Project Management. Retrieved 4 August 2016, from
http://www.brighthubpm.com/certification/19525-an-overview-of-pmbok-nine-
elements-of-project-management/
Baguley, P. (2013). Project management (4th ed., pp. 12-14). London: Hodder Education.
HEALEY, P. (2017). PROJECT MANAGEMENT (3rd ed., pp. 14-17). USA: ROUTLEDGE.
Heerkens, G. (2015). Project management (pp. 20-21). [Place of publication not identified]:
Mcgraw-Hill Education.
Microsoft (2016). Priority Matrix. Retrieved 4 August 2016, from http://www.is-
toolkit.com/workshops/priority/ProjectPlanningPriorityMatrix.pdf
Structure, H. (2016). How to Create a Work Breakdown Structure - For Dummies.
Dummies.com. Retrieved 4 August 2016, from
http://www.dummies.com/how-to/content/how-to-create-a-work-breakdown-
structure.html
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