Scope Management Plan

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Scope Management Plan
Wedding Organization & Planning
4/27/2019

Scope Management Plan
Table of Contents
Introduction...........................................................................................................................................2
Scope Management Plan.......................................................................................................................2
Scope Management Planning.............................................................................................................2
Collection of Requirements...............................................................................................................2
Scope Definition................................................................................................................................3
Essential Activities for Project Completion...................................................................................4
Work Breakdown Structure (WBS)...................................................................................................5
Total Anticipated Costs.....................................................................................................................9
Project Activities, Duration, and Preceding Activities.....................................................................11
Activity Network Diagram..............................................................................................................13
Gantt chart.......................................................................................................................................14
Earliest Start & Finish Dates for Project Activities.........................................................................15
Roles & Responsibilities..................................................................................................................17
Scope Verification/Validation.........................................................................................................20
Scope Control..................................................................................................................................20
Conclusion...........................................................................................................................................21
References...........................................................................................................................................22
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Scope Management Plan
Introduction
The scope of the project is the set of activities that will be carried out by the members of the
project team and the ones that will not be carried out by the project team members. It is
extremely necessary to define the scope for the success of a project. This is because the well-
defined scope provides the project resources with the clarity on the tasks and activities to be
performed. Project management is a discipline that includes a variety of project areas
(Atkinson, Crawford & Ward, 2012). Scope Management is one of the most significant
knowledge areas under project management.
The scope management plan has been prepared for the project being carried out by a small-
scale events company that specializes in the wedding events. The company has received a
project in which it is required to plan, organize, and manage a wedding event. The report
includes the scope management plan for the same event.
Scope Management Plan
Scope Management Planning
The scope management planning in this project is done as per the guidelines included under
the project Management Body of Knowledge (PMBoK) methodology. In this methodology,
scope management is included and defined as one of the most significant project knowledge
areas (Javernick Will, La Ratta & Corvello, 2017).
The planning around the project scope will be done by integrating it with the rest of the
project areas, such as schedule management, budget management, resource management, risk
management, and likewise. This will provide the ability to clearly define and manage the
scope for the project.
Collection of Requirements
The project includes the organization of a wedding event and the execution of the activities
around planning and management of the wedding (Mirza, Pourzolfaghar & Shahnazari,
2013).
The requirements for the project will be collected and these requirements will be necessary
for defining the project scope. There will be certain methods that will be carried out to collect
the project requirements. The requirements will be defined on the basis of the data sets
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Scope Management Plan
collected around the project. All of these techniques will be carried out with the clients and
the market sources. The following techniques will be used for the purpose of data collection
and gathering.
 Interviews: There will be personal discussions and interview sessions organized with
the clients to understand the demands of the client in terms of the wedding style and
themes. The information on the details of the guests along with the food & drinks
menu and performance will be discussed and finalized after the approval from the
client. These interviews will not follow a formal question-answer approach. However,
the clients will put across the demands and expectations and the requirements of the
client will be identified in the process (Razavizade, 2013).
 Brainstorming Sessions: There will brainstorming sessions carried out among the
internal members of the project team to determine the new ideas and concepts that
may be applied and to understand some of the hidden project requirements.
 Market Surveys: There are a number of wedding planners and event management
companies present in the market. These organizations have experience with varied
scale projects. The conduction of surveys with the market agencies and organizations
will provide the ability to have an idea on the market trends and patterns. The
clarification on the requirements will be made as an outcome of the same.
Once the data sets will be collected, the analysis of all of these data sets will be carried out.
The analysis will provide the exact requirements that must be included in the project.
Scope Definition
There are certain activities that will come under the project scope and there will be some of
the activities that will not be a part of the scope of the project (Derenskaya, 2018).
The scope of the project will be spread across six phases as initiation, planning, booking &
invitations, preparations for the event, event execution & monitoring, and closure. The
members of the project team will carry out the activities under these phases (Banda &
Pretorius, 2016).
The negotiations with any part apart from the client regarding the changes in the wedding
theme or style or any other components will not be made by the members of the project team.
The detailed information on the activities that will be executed by the project team members
is included in the list below.
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Scope Management Plan
Essential Activities for Project Completion
The following activities will be essential for the completion of the project.
 Meeting with the clients to discuss the determined date and details
 High-level budget summary will be prepared
 Determination of the event team and resources to be allotted
 Listing of the venues mapped with the client details
 Composition of an initial guest list in discussion with the client
 Estimation of the project schedule and the detailed budget
 Distribution of the budget to the sections and sharing with the client
 Identification and analysis of the risks - Technical, Environmental, External
 Communication and reporting structure for the team
 Selection and finalization of the venue after availability checks (Luiz Lampa et al.,
2017)
 Booking of the venue for the wedding
 Selection and finalization of the caterers as per the client demands
 Booking of the caterers for the wedding
 Selection and finalization of the decorators and performers
 Booking of the decorator and performers
 Selection and finalization of the photographers and video recorders
 Booking of the photographer and video recorder
 Preparation of the list of procurement tools and material
 Procurement of the necessary equipment
 Preparation of the invitation card
 Approval from the client
 Printing and delivery of the invitation cards
 Preparation of the food and drinks menu
 Approval of the menu from the client
 Sharing of the menu with the caterer
 Interior decorations and exterior set-up
 Installation of the audio/video tools and equipment
 Reminders to all the vendors
 Installation of security and surveillance tools
 Conduction of the wedding as per the decided date
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Scope Management Plan
 Monitoring and organization of all the areas
 Feedback from the team heads
 Feedback from the client
 Performance evaluation and discussion
 Development of a Closure Report
Work Breakdown Structure (WBS)
Work Breakdown Structure (WBS) divides the project tasks and activities in the form of
work packages and sub-packages. It breaks down the project phase to come up with the
project activities till the last level possible. The scope of the project becomes clear with the
aid of the WBS. It is designed using the project requirements and it makes it easier to
estimate the project schedule and costs.
WBS Task Name
1 Wedding Organization & Management
1.1 Initiation Phase
1.1.1 Meeting with the clients to discuss the determined date and details
1.1.2 High-level budget summary
1.1.3 Determination of the event team and resources to be allotted
1.1.4 Listing of the venues mapped with the client details
1.1.5 Milestone 1: Initiation Plan
1.2 Planning Phase
1.2.1 Composition of an initial guest list in discussion with the client
1.2.2 Estimation of the project schedule and the detailed budget
1.2.3 Distribution of the budget to the sections and sharing with the client
1.2.4 Identification and analysis of the risks - Technical, Environmental,
External
1.2.5 Communication and reporting structure for the team
1.2.6 Milestone 2: Project Plan
1.3 Bookings & Invitations
1.3.1 Selection and finalization of the venue after availability checks
1.3.2 Booking of the venue
1.3.3 Selection and finalization of the caterers as per the client demands
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