Project Management: Top of the South Tours Ltd

This report depicts the role and positive impact of incorporating professional project management practices while bringing suitable boat to New Zealand and making that ready to serve needful tourist services to the consumers for the operational activities at Nelson. The report includes project charter, business case model, work breakdown structure, estimated cost for the selected tasks, stakeholder analysis, and risk management plan.

Running head: PROJECT MANAGEMENT
Project Management: Top of the South Tours Ltd
Name of the student:
Name of the university:

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Table of Contents
1. Project charter..........................................................................................................................2
1.1 Background of the project and its purpose............................................................................2
1.2 Project scope..........................................................................................................................2
1.3 Statement on requirements of the project..............................................................................3
1.4 Identification of the project sponsors and clients..................................................................4
1.5 Project constraints..................................................................................................................5
2. Business case model....................................................................................................................5
3. Work Breakdown Structure of the project...................................................................................7
4. Estimated cost for the selected tasks........................................................................................10
a) Sailing boat from Fiji to Nelson............................................................................................10
b) Calculation of procurement percentage.................................................................................12
c) Registration and safety of the project....................................................................................12
d) Practice run............................................................................................................................12
5. Stakeholder analysis of the project............................................................................................12
6. Risk management plan for the project.......................................................................................14
Conclusion.....................................................................................................................................17
References......................................................................................................................................19

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1. Project charter
1.1 Background of the project and its purpose
This report depicts the role and positive impact of incorporating professional project
management prcatices while bringing suitable boat to New Zealand and making that ready to
serve needful tourist services to the consumers for the operational activities at Nelson. Top of the
South Tours Ltd, also known as TOT is authorized to operate different travel packages and tours
mainly in the northern region of South Island. In the past few years the company is continuously
obtained massive growth, competitive advantages and commercial revenue.
The scope of the project, including the list of requirements for the project, project
constraints are also elaborated in this report. In addition to this, a business case model is also
developed for TOTS. The project can never be accomplished with the efforts of a single person
therefore lists of resources are assigned for each of the sub activities divided to complete this
project. In order to reduce to work pressure from the project team members this large project is
segmented into smaller activities and based on capabilities and skills of the project resources for
different activities separate resources are also assigned. This project report also illustrates the
cost estimated for the project, including Work Breakdown Structure. In addition to this, a risk
management plan and stakeholder management plan is also designed and elaborated in this
report.
1.2 Project scope
The scopes of the project are illustrated in the below section:

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 The scope of the project is to provide a successful, comfortable and memorable
travelling experience to the willing consumers by operating a tour from Nelson
port to Abel Tasman National Park with a halt in different attractive beaches in
the park.
 Though, the scope of the project is to set out suitable source boat to Nelson and
make it capable of operation. The contracted travel organization who is interested
to share their boat for operating the travel is Pacific Princess a Fiji based tourist
boat.
 As the boat was built in the year 2006, thus it requires some refurbishment. Cost
assigned for boat refurbishment and the other cost estimated for the project are
also scope for the project.
 In order to make the one trip memorable one for travellers the project manager
needs to assign needful resources and stakeholders to this project. The other scope
of the project is to design and develop a list of stakeholders including a risk
management plan.
 Due to seasonal changes the travellers do not travel to this location throughout the
year, therefore instead of buying a boat the feels that hiring a boat is beneficial for
both. Pacific Princess is also interested to incorporate a kitchen facility to their
service for attracting more numbers of consumers.
1.3 Statement on requirements of the project
As the boat is older ne built in the year of 2006, thus it requires refurbishment. On the
other hand, TOTS is also needed to install a kitchen facility to offer the best services to their
consumers. The company has signed the contract and agreement with BLT. In order to lease don

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the overall refurbishment cost TOTS require to invest the total boat refurbishment and kitchen
facility adding cost. As a whole it is measured that, the net cost includes the six months hiring
cost as $350,000 and the additional of refurbishment cost. The lists of requirements for the
project include the below:
 Engine repairing
 Mechanical repairing
 Electronics and electrical improvements
 Canvas applications and operations
 Rigs and sails
 Metal works
 Improvement in air conditioner, refrigeration, hull and GRP
 Supporting liferafts and inflatable
1.4 Identification of the project sponsors and clients
The sponsors and clients for the project are enlisted in the below section:
Clients  Travellers
 Bula Luxury Tours Ltd (BLT)
 The Pacific Princess
Sponsors  Marine industrial Engineering Limited
 ABC United
 XYZ safety services Private Limited

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1.5 Project constraints
The purpose of the project is to set a suitable sourcing boat by refurbishing it and make to
completely prepare to the operational level in Nelson. The very initial requirement of the project
is ton contact with different tourist operators who operates in South Pacific. After contracting to
many similar operators TOTS have selected a Fiji based tourist boat named The Pacific Princess.
This boat is operated by Bula Luxury Tours Ltd (BLT) and they can carry up to 88
passengers at a time. In order to accomplish the objectives and goals of the project triple project
constraints have been nominated in terms of cost, scope and time. The total cost and time
estimated for the project is respectively (350,000+100,000=450,000) and 2 years (including six
months boat hiring).
Time 2 years (including six months boat hiring)
Cost (350,000+100,000=450,000)
Scope Set at sourcing a boat and make it ready for the
operational in Nelson
2. Business case model
The business case Model developed for this specific project is comprises of five different
elements and it includes strategies, economic, commercial, and financial and management. It is
the responsibility of the project manager and the team members to maintain each of these
elements accurately to ensure the success of the project within estimate cost and time.

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In order to obtain a better and beneficial resultant from the project activities it is much
important to consider and apply the elements much effectively and efficiently.
Strategies: In order to implement the boat hiring and refurbishment project successfully
within the estimated cost and time proper business strategies must be implemented. While
developing the one day tour plan Top of the South Tours Ltd (TOTS) should apply certain
business strategies because it allows the company to become much proactive instead of reactive.
Though, business strategies a sense of project direction can be developed. The business
efficiency also increase and become completely aligned to the objectives. The market share and
commercial profitability also enhances. The business can become much durable as soon as it
incorporates business strategies to this.
Management: Managerial control over Top of the South Tours Ltd (TOTS) business
elements can develop business efficiency among assigned stakeholders. It also provides needful
control to the project factors Apart from this it assists the team members to become much
Business
Case
Strategies
Financial
Economic
Management
Commercial

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focused to their responsibilities. Managerial approaches will help Top of the South Tours Ltd
(TOTS) to make their own decisions much accurately with adequate amount of control. The
supervision also becomes absolutely simple than the previous.
Economic: In order to refurbish the boat, and to provide needful training to the project
team members along with a hiring cost economic support are much crucial. Effective economic
support can resolve the project issues much easily and quickly. In other words, it can govern the
project towards success direction much easily.
Financial: Financial support to project can improve the cash flow, cash forecasting. The
financial ratio also increased due to the aligned payment with benefits. The existing credit line
can also be preserved through financial support.
Commercial: The commercial support will help project manager to buy and incorporate
all needful elements and factors through which the project can implemented as a successful and
profitable one for both Top of the South Tours Ltd (TOTS) and BLT. Collective business
strategies and managerial support can improve the commercial success of the business.
3. Work Breakdown Structure of the project
WBS Task Name
0 Scheduling Top of the South Tours Ltd boat hiring and refurbishment project
1 Project initiation
1.1 Developing project scope statement
1.2 Designing proper project risk management plan
1.3 Stakeholder management plan
1.4 Assigning project resources
1.5 Contract to project vendors
1.6 Contract to project suppliers
1.7 Developing proper business strategies
2 Project planning phase

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2.1 Contact with the different tourist operators
2.2 Contract to the most suitable operator (Fiji based)
2.3 Signing the leasing agreement
2.4 Negotiating and drafting
2.5 Getting complete insurance of the boat
2.6 Gaining resource consent
2.7 Securing suitable berth at Port Nelson
2.8 Installing new kitchen facilities to deliver needful outcomes
3 Project execution
3.1 Boat refurbishment operation
3.2 Installation of new boarding facilities
3.3 Painting and decorating the hired boat
3.4 Necessary equipment installation
3.5 Registration of the hired boat
4 Monitoring and control
4.1 The boat registration must be rechecked by the New Zealand authority (Marine)
4.2 Arrangement of training for crew safety procedures
4.3 Practice run for the cruise
5 Closure phase
5.1 Stakeholder signoff
5.2 Post project maintenance planning

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Scheduling Top of the
South Tours Ltd boat hiring
and refurbishment project
Project initiation
Developing project
scope statement
Designing proper
project risk
management plan
Stakeholder
management plan
Assigning project
resources
Contract to project
vendors
Contract to project
suppliers
Developing proper
business strategies
Project planning phase
Contact with the
different tourist
operators
Contract to the most
suitable operator (Fiji
based)
Signing the leasing
agreement
Negotiating and
drafting
Getting complete
insurance of the
boat
Gaining resource
consent
Securing suitable
berth at Port Nelson
Installing new
kitchen facilities to
deliver needful
outcomes
Project execution
Boat refurbishment
operation
Installation of new
boarding facilities
Painting and
decorating the hired
boat
Necessary
equipment
installation
Registration of the
hired boat
Monitoring and control
The boat registration
must be rechecked by
the New Zealand
authority (Marine)
Arrangement of
training for crew
safety procedures
Practice run for the
cruise
Closure phase
Stakeholder signoff
Post project
maintenance
planning
Figure 1: Work Breakdown Structure (WBS) for the project
(Source: Created by author)

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4. Estimated cost for the selected tasks
a) Sailing boat from Fiji to Nelson
WB
S Task Name Duration Resource Names Cost
0
Scheduling Top of the South Tours
Ltd boat hiring and refurbishment
project
169 days $3,810,080.00
1 Project initiation 48 days $12,912.00
1.1 Developing project scope statement 6 days Project manager $1,440.00
1.2 Designing proper project risk
management plan 6 days consultant $1,920.00
1.3 Stakeholder management plan 5 days Project manager $1,200.00
1.4 Assigning project resources 12 days Project manager $2,880.00
1.5 Contract to project vendors 12 days consultant $3,840.00
1.6 Contract to project suppliers 4 days Project manager $960.00
1.7 Developing proper business
strategies 3 days Resource manager $672.00
2 Project planning phase 55 days $15,120.00
2.1 Contact with the different tourist
operators 6 days Project manager $1,440.00
2.2 Contract to the most suitable
operator (Fiji based) 9 days consultant $2,880.00
2.3 Signing the leasing agreement 8 days Project manager $1,920.00
2.4 Negotiating and drafting 5 days Resource manager $1,120.00
2.5 Getting complete insurance of the
boat 6 days Project manager $1,440.00
2.6 Gaining resource consent 9 days Project manager $2,160.00
2.7 Securing suitable berth at Port
Nelson 4 days consultant $1,280.00
2.8 Installing new kitchen facilities to
deliver needful outcomes 12 days Project manager $2,880.00
3 Project execution 54 days $3,774,112.00
3.1 Boat refurbishment operation 5 days
Project
manager ,Refurbishm
ent cost [1],others [1]
$1,351,200.00
3.2 Installation of new boarding
facilities 8 days
Project
manager ,Refurbishm
ent cost [1]
$351,920.00
3.3 Painting and decorating the hired
boat
18 days Project
manager ,vendors,
$1,355,760.00

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Refurbishment cost
[1],others [1]
3.4 Necessary equipment installation 12 days
Project
manager ,Refurbishm
ent cost [1],vendors
$357,680.00
3.5 Registration of the hired boat 8 days
Resource manager,
consultant,
Refurbishment cost
[1],vendors
$357,552.00
4 Monitoring and control 22 days $5,648.00
4.1
The boat registration must be
rechecked by the New Zealand authority
(Marine)
6 days consultant $1,920.00
4.2 Arrangement of training for crew
safety procedures 9 days Project manager $2,160.00
4.3 Practice run for the cruise 7 days Resource manager $1,568.00
5 Closure phase 7 days $2,288.00
5.1 Stakeholder signoff 5 days Project manager $1,200.00
5.2 Post project maintenance planning 2 days consultant, Resource
manager $1,088.00
Figure 2: PERT chart for the project

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(Source created by author)
b) Calculation of procurement percentage
Factor
Uni
t Cost/unit Cost
Purchase cost 1 $ 30,000.00 $ 30,000.00
Procurement cost 1 $ 5,200.00 $ 5,200.00
Installation and testing labour cost 10 $ 80.00 $ 800.00
Total cost $ 36,000.00
Procurement pecentage 83%
c) Registration and safety of the project
Factor Unit Cost/Unit Cost
Initial registry charges 1 $ 5,014.00 $ 5,014.00
Maritime Transport Operator Certificate 1 $ 728.00 $ 728.00
Safety inspection 6 $ 291.00 $ 1,746.00
Levied Charges
Boat Length 52 $ 17.11 $ 889.72
Tonnage capacity
150
0 $ 5.14 $ 7,710.00
Passenger capacity 88 $ 238.00 $ 20,944.00
Total cost $ 37,031.72
d) Practice run
Factor Unit Cost/Unit Cost
Sea captain income 1 $ 346.67 $ 346.67
Crew members and wait staff 1 $ 205.00 $ 205.00
Variable cost 12 $ 42.00 $ 504.00
Diesel consumption 800 $ 1.74 $ 1,392.00
Total cost $ 2,447.67

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5. Stakeholder analysis of the project
In order to accomplish this project the project owners should assign appropriate internal
and external stakeholders to it based on their interest. The stakeholder matrix is elaborated in the
below section:
Stakeholders Interest Impact Influence Strategies to keep the
stakeholders engaged
Internal Project
manager
Interested to motivate
the members so that
they can complete the
project within
measured time and
budget.
High High Roundtable
discussion/meeting on
a monthly basis
Resource
manager
Is responsible to assign
right people based on
their skills to separate
project activities
High Medium Monthly meeting and
information sharing to
the other resources and
project team members
External Consultants The project consulted
is interested to provide
a problem solving
platform to the users so
that they can avoid
conflicts, overrunning
cost and over allocation
Low Medium Frequent conduction
of discussion/meeting
for sharing
information

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of budget during the
planning and project
execution phase.
Vendors The vendors assigned
to the project are
interested to identify
and offer needful
products to maintain
infact improve the
quality of the project
Mediu
m
Low Attending quarterly
meeting and
discussion session
6. Risk management plan for the project
After analyzing the details case scenario it is determined that the project may face certain
risks or massive challenges. These challenges are required to be mitigated completely by the
project team members, stakeholders and resources to avoid overrunning cost and over allocation
of time issues. The risk management approaches those are applied for this specific project
include the below:
Risk identification: Before targeting the consumers and clients of the project, the
possible risks that may interrupt its potential success line needs to be identified. As soon as the
risks are identified mitigation of those risks becomes very much important. It is the responsibility
of the project manager and the project team members to identify the risks.

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Risk analysis: As soon as the risks are identified it becomes the responsibility of the team
members to analyze each of those risks with professional management practices. The risks are
needed to be analyzed considering all the risk factors.
Risk prioritization: Based on the risk analysis resultants that should be prioritized
accordingly. The prioritization resultants will help to rank the risks on a specific ranking scale
ranging between 1 and 10. If the score is greater that 8 (>=8) then its impact will be measured as
high. Again, the risks those are ranked as less than 4 (<=4) the impact of those risks are
highlighted as lower. Apart from this, the risks that are ranked between 5 and 8 are assumed as
medium. However, in order to mitigate the risks proper risk management approaches should be
incorporated. Commitment from senior leaders and project manager are very much crucial to
manage all the identified risks.
Risk mitigation: Risk mitigation is referred to as the most crucial part for risk
management approach. The cases for those direct risk mitigation is little difficult for those risks
other approaches requires to be undertaken and it include risk acceptance, risk transfer, risk
avoidance etc. The details of the risk mitigation approaches are elaborated in the below section:
Risk
Id
Risk name Impact Probability Ranking Mitigation strategies
R12 Insufficient
technical and
non technical
knowledge of
the project team
Catastrophic
5
Almost
certain 5
10
(extreme)
The project manager
requires to arrange
professional on-job training
and development program
to make all the members

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members aware regarding the project
objectives and goals
R06 Inappropriate
allocation of
resources
Moderate 2 Likely 4 6
(medium)
At the project initiation
phase, based on the
complexity of each of the
activities proper resources
are required to be assigned
to each of them.
R14 Improper time
management
Significant
3
Moderate 3 6
(medium)
Before hiring the boat and
initiating the project the
project manager needs to
allot proper timeframe to
the different activities

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R22 Improper
estimation of
cost
Minor 1 Unlikely 2 3 (low) Based on allotted timeframe
and assigned resources the
project manager and the
project team members
require to estimate cost for
each of the phases. It is the
responsibility of the project
manager to accomplish the
assigned jobs within the
estimated cost and time.
R20 Operational risks Moderate 2 Rare 1 3 (low) It is the role of assigned
project operation manager
to ensure that all operations
are being conducting
professionally
R8 Logistic risks Minor 1 Unlikely 2 3 (low) Hiring a suitable boat to
fulfill the travelling purpose
can resolve the risks
associated to logistics risks.

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Conclusion
From the overall discussion it can be concluded that the Top of the South Tours Ltd
(TOTS) ensures, the consumers who are willing to pay premium amount will get valuable
services from their service end. This project focuses on luxury one day cruise service that is
going to depart from the Port Nelson. The ultimate destination which is located for this travel is
visits Abel Tasman National Park, this is one of the most famous and attractive travelling
location in that region. Apart from this, the cruise will halt in different renowned beaches located
in the park. The role of the project manage is to assist all assigned project team members so that
they can govern the project towards its pre assumed set of objectives and goals. The scope of the
project is to settle out suitable sourcing boat that will bring to New Zealand is operated
accurately to avoid all logistic challenges that the company was facing. There are many
travelling agencies that show their interest to share boats for operating the tourists. Top of the
South Tours Ltd has contacted many such tourist operations all around South Pacific and
highlighted Fiji based operators as the most suitable option. The operator chosen for the
operation is Bula Luxury Tours Ltd (BLT) that can carry up to 88 passengers at a time. The total
cost estimated for the project along with a stakeholder management plan and a risk management
plan is also elaborated in this report.

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