Company Retreat to Bangkok, Thailand

The document is a project planning and organization document that includes the planning details for the project of company retreat to Bangkok, Thailand.

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Company Retreat to Bangkok, Thailand
Project Organization & Planning
3/29/2019

Company Retreat to Bangkok, Thailand
Table of Contents
Introduction...........................................................................................................................................2
Project Description............................................................................................................................2
Project Scope Statement........................................................................................................................2
Project Goals & Objectives...............................................................................................................2
Project Deliverables & Milestones........................................................................................................3
Limits & Exclusions..............................................................................................................................3
Project Priorities - Matrix......................................................................................................................4
Work Breakdown Structure...................................................................................................................4
Cost Estimation.....................................................................................................................................6
Time-phased Budget..........................................................................................................................6
References.............................................................................................................................................8
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Company Retreat to Bangkok, Thailand
Introduction
The document is a project planning and organization document that includes the planning
details for the project of company retreat to Bangkok, Thailand.
Project Description
The company retreat to Bangkok, Thailand is being provided to ten employees of the
company on the account of their excellent performance in the recent projects. The company is
based out of Singapore and the employees will fly from Singapore to Bangkok and will return
to Singapore. It will be a 7 day trip and the accommodation, visa, transportation, and food
will be on the company.
Project Scope Statement
The scope of the project will include the arrangements and organization of the company
retreat along with the execution of the same. The bookings and travel arrangements will come
under the project scope along with the project planning. The scope checklist is included
below.
 Identification of the employees for company retreat and confirmation from them on
the travel dates
 Planning on the project schedule and budget (Dalcher, 2015)
 Visa arrangements for the employees
 Booking of the return tickets
 Accommodation and transportation bookings
 Execution of the company retreat and collection of the feedback
Project Goals & Objectives
The goal of the project is to provide company retreat to ten employees from Singapore to
Thailand to ensure that the employees feel connected and motivated to keep up enhanced
level of performance (Wearne, 2014).
The objectives of the project are to provide company retreat to the employees that have
performed well for the organization and adhere with the budget and schedule estimated. Also,
the project aims to make sure that the travel dates do not clash with the other professional
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Company Retreat to Bangkok, Thailand
commitments of the employees that may get adversely impacted due to the employee’s
absence.
Project Deliverables & Milestones
There are four milestones set for the project and these are spread across four phases of the
project.
WBS Task Name
1 Company Retreat
1.1 Initiation & Planning
1.1.5 Milestone 1: Project Initiation Document (PID) and
Project Plan
1.2 Bookings and Arrangements
1.2.6 Milestone 2: Bookings and VISA
1.3 Execution
1.3.2 Milestone 3: Company Retreat
1.4 Closure Phase
1.5 Milestone 4: Closure Report
There will also be certain deliverables that the members of the project team will provide. The
Project Initiation Document will be provided that will include the names and details of the
employees selected for the company retreat. The details of the destination and the travel plan
will also be included in the deliverables. The Project Plan will cover the planning details in
terms of the project schedule and budget estimations, details of the project team, risk and
communication planning, and the planning of the project stakeholders (Rose, 2010). The
flights tickets and employee VISAs will also be delivered. The senior management will be
provided with the progress reports and the last deliverable will be the closure report.
Limits & Exclusions
The total budget estimated for the project is SGD 62,000 and the total duration estimated is 4
weeks. These are the limits that are applied and the effort must be done to not exceed these
values especially the project schedule.
The company retreat will include return flight tickets, accommodation on a twin-sharing
basis, transportation, permits, and tickets for the refreshment & fun activities. It will cover
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Company Retreat to Bangkok, Thailand
standard menu options for breakfast, lunch, and dinner. If an employee orders anything
outside of the set menu then the charges will be handled by the employee. Also, shopping
done by the employee is not included in the project (Berman, 2012).
Project Priorities - Matrix
Time Scope/Performance Cost
Constraint X
Enhance X
Accept X
The bookings for the company retreat will be made in advance and therefore, no alteration
with the time will be possible. Also, from the project management principles and guidelines
point of view, frequent alterations in the project schedule must not be made. Thus, time can
emerge as one of the constraints for the project (Khan, 2019).
The quality of the stay and food may be enhanced along with the inclusion of certain
refreshment activities. The primary motive of arranging the company retreat is to reward the
employees for their work and performance. The company may go an extra mile and provide
enhanced accommodation and arrangements to the employees.
There is a slight increase in the costs that may occur because of the change in the inflation
rates at the time of the bookings. The marginal increase in the overall costs will also be
acceptable.
Work Breakdown Structure
WBS Task Name
1 Company Retreat
1.1 Initiation & Planning
1.1.1 Confirmation of the Company Retreat to 10 Employees
1.1.2 Communication with the selected employees and finalization
of the dates
1.1.3 Planning of scope, schedule, and budget
1.1.4 Selection of the project team
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Company Retreat to Bangkok, Thailand
1.1.5 Milestone 1: Project Initiation Document (PID) and Project
Plan
1.2 Bookings and Arrangements
1.2.1 Visa formalities for the employees
1.2.2 Selection and confirmation of the hotel bookings (twin
sharing)
1.2.3 Arrangement of the transportation
1.2.4 Permits and tickets for spas, refreshment centres, and
activities
1.2.5 Reminders and final communication to the employees
1.2.6 Milestone 2: Bookings and VISA
1.3 Execution
1.3.1 Execution of the company retreat on the days finalized
1.3.2 Milestone 3: Company Retreat
1.4 Closure Phase
1.4.1 Feedback from the employees on their experience
1.4.2 Analysis of the feedback and determination of the
improvement areas
1.4.3 Closure report submission
1.5 Milestone 4: Closure Report
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Company Retreat
Initiation & Planning
Confirmation of the
Company Retreat to
10 Employees
Communication with
the selected
employees and
finalization of the
dates
Planning of scope,
schedule, and budget
Selection of the
project team
Milestone 1: Project
Initiation Document
(PID) and Project Plan
Bookings and
Arrangements
Visa formalities for
the employees
Selection and
confirmation of the
hotel bookings (twin
sharing)
Arrangement of the
transportation
Permits and tickets
for spas, refreshment
centres, and activities
Reminders and final
communication to the
employees
Milestone 2: Bookings
and VISA
Execution
Execution of the
company retreat on
the days finalized
Milestone 3:
Company Retreat
Closure Phase
Feedback from the
employees on their
experience
Analysis of the
feedback and
determination of the
improvement areas
Closure report
submission
Milestone 4: Closure
Report

Company Retreat to Bangkok, Thailand
Cost Estimation
Time-phased Budget
Project Activity Week
1
Week
2
Week
3
Week
4
Confirmation of the Company Retreat to 10 Employees SGD
1,100
Communication with the selected employees and
finalization of the dates
SGD
2,000
Planning of scope, schedule, and budget SGD
3,500
Selection of the project team SGD
1,000
Visa formalities for the employees SGD
5,000
Selection and confirmation of the hotel bookings (twin
sharing)
SGD
15,000
Arrangement of the transportation SGD
12,000
Permits and tickets for spas, refreshment centres, and
activities
SGD
10,000
Reminders and final communication to the employees SGD
1,000
Execution of the company retreat on the days finalized SGD
6,500
Feedback from the employees on their experience SGD
1,200
Analysis of the feedback and determination of the
improvement areas
SGD
1,700
Closure report submission SGD
2,000
Total for each week SGD
7,600
SGD
43,000
SGD
6,500
SGD
4,900
Cumulative total SGD SGD SGD SGD
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Company Retreat to Bangkok, Thailand
7,600 50,600 57,100 62,000
Week 1 Week 2 Week 3 Week 4
SGD 0
SGD 10,000
SGD 20,000
SGD 30,000
SGD 40,000
SGD 50,000
SGD 60,000
SGD 70,000
Series1
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Company Retreat to Bangkok, Thailand
References
Berman, E. (2012). Company commitment to its employees. IEEE Engineering Management
Review, 30(3), 110-112. doi: 10.1109/emr.2002.1032405
Dalcher, D. (2015). Going Beyond The Waterfall: Managing Scope Effectively Across the
Project Life Cycle. Project Management Journal, 46(1), e2-e2. doi:
10.1002/pmj.21475
Khan, U. (2019). An Informative Study of Project Management Constraints. International
Journal Of Science And Research (IJSR), 8(2), 693-695. doi: 10.21275/art20194868
Rose, K. (2010). Book Review: The Complete Project Management Methodology and
Toolkit. Project Management Journal, 41(2), 82-82. doi: 10.1002/pmj.20172
Wearne, S. (2014). Evidence-Based Scope for Reducing “Fire-Fighting†in Project
Management. Project Management Journal, 45(1), 67-75. doi: 10.1002/pmj.21395
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