This project is to develop management plan, to organize wedding ceremony properly. On 30th June wedding is planned. Peggy Sue bride and Tony bridegroom in this case are making plan to invite about 300 families and including friends.
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Running head: WEDDING MANAGEMENT PLAN Wedding management plan Name of the student: Name of the university: Author note:
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1WEDDING MANAGEMENT PLAN Table of Contents Introduction................................................................................................................................1 Scope..........................................................................................................................................2 Objectives...................................................................................................................................2 Deliverables................................................................................................................................3 Milestones..................................................................................................................................4 Limits and exclusions.................................................................................................................5 Procedural requirement..............................................................................................................5 Review with customers..............................................................................................................6 Work Breakdown structure........................................................................................................7 Work breakdown structure in the form of tasks.........................................................................7 Responsibility matrix...............................................................................................................11 Cost Budgeting.........................................................................................................................13 Risk Management.....................................................................................................................14 Risk identification....................................................................................................................15 Qualitative risk analysis...........................................................................................................16 Evaluation of projects..............................................................................................................18 ..................................................................................................................................................20 References................................................................................................................................21
2WEDDING MANAGEMENT PLAN Introduction This project is to develop management plan, to organize wedding ceremony properly. On 30thJune wedding is planned. Peggy Sue bride and Tony bridegroom in this case are making plan to invite about 300 families and including friends. Additionally mother of tony is sponsoring in Italy for 2 weeks of honeymoon. This is my responsibility to organize all events along with the wedding. This is completely based on real life so the information and the resources cost must be generated by the help of consulting people that will construct well- orchestrated and will make this event successful. Initially we need to start from availability of people, capital working and skills that will the main resources and that must be considered as first step to start. Structure of this project will be as followed, defining the scope of project. This is critical important of the project as this will takes the details of deliverables, finding milestones and pressure, describing requirements of technical and more. Creating WBS (Work breakdown structure) is the next to make it easier for monitor or control by distributing the project components (Work packages) easier and manageable deliverables (Project management for Dummies 3rdedition, 2010). Parts of WBS doesn’t gives the sequences visible. Critical path and project’s schedule of the project can be identified with the help of network diagram and path of the project created (projectminds.com, 2016). Identifying the people involved with number and giving the responsibilities and their role is very critical for all projects. Forming responsibility matrix will be helpful in this case that will provide the personnel requirement and detailed overview. Cost analysis will give the cost on the basis of real life current price. It does not matter how good the planning is done of the project, exceptions always occurs. For that reason there will be require plan for risk management. All risks that are possible at this stage will be accessed there will be determined way for handling errors. In the last, stakeholder analysis will give the outcomes and success
3WEDDING MANAGEMENT PLAN of the project that will be analysed. In general, following accurate and covering sections and structure will give the information about the each stages that what we are going to perform next. Scope Scope of the project gives the information in detailed of the steps that are necessary to take for accomplishing successful project. Deliverables and the details of the process of making deliverables are defined in this section (Project Management for Dummies 3rdedition, 2010). Below mentioned are the parts that should be added in project scope. Constraints and exclusions Objectives Technical demand Milestones Project deliverables Customer feedback Objectives In order to deliver successful project for every business, Objectives and principles are necessary to follow. For reaching specific outcome, setting sustainable is important, relevant objectives and specific (March, 2016). Main objective for our team is to provide extreme good project for this wedding of 300 guests in the stipulate budget, time and resources availability. From the result of the diagram,date of the wedding on 30thJune may get scheduled. So, before this date it is important to complete all preparation. In the network diagram duration of the project is estimate as 63 days. Therefore, we will take 63 days on the total task to complete. Varity of services are provided from our side to tailored the customers need as project manager, For making Tony and Peggy Sue’s I have taken responsibilities to
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4WEDDING MANAGEMENT PLAN make it memorable. To reach the major objectives there are several interim that need to get in order. Necessary reports along with the updated throughput is provided for the whole project. All the possibilities of the project is created to reduce the risk effectiveness. Techniques and processes of people deal successfully. Deliverables Services is provided in series to the customer are deliverables that must be considered as a main part for this project. List of deliverables key are mentioned below for the project: a)Location of wedding ceremony suitable b)Guest list c)Invitations d)Wedding date e)Catering f)Honeymoon g)Photography and video h)Music and entertainment i)Visa issues j)Hair and makeup k)Bride and Groom’s outfits l)Wedding scenario m)Love story n)Transportation o)Wedding decoration and theme
5WEDDING MANAGEMENT PLAN After that, the actual sub-deliverables that are distributed from the deliverables while making WBS (Work breakdown structure). Milestones Towards a final objective milestones are important for monitoring that how the project is progressing. In consequences, events are indicated by milestones, that describes the next process by marking important. In the project scheduling they serve as starting and ending signals of high deliverables. There are two ways to create milestones (Katcherovski, 2016): a)For a particular objective the achievement of a single-day task is shown. b)As a task of parent, all the interim other task that need to get objective of particular is included. The second method is employs by this project to construct milestones and makes easier for controlling of assignment schedule. Accommodation for guests booked thirty January Catering booking-30thJanuary Cake ordered 10thof March, 2017 Venue arrangement – 28thJune Photography - seventh April Transportation booked –sixteenth of March Music and entertainment arranged –twenty two February Honey week arranged – First February Outfit of bride and groom ordered -First March Invitations sent –by 15thMarch Visa for honeymoon -First February
6WEDDING MANAGEMENT PLAN Location booked –on Thirteenth January Limits and exclusions On the project every limitations gives all the constraints placed, while address items areexcluding,whicharebeyondthescopeofproject(PROJECTMANAGEMENT PRACTCE 4THEdition). If anything left which is not included in the management project it should be given in the exclusions. While making schedule for the project, limitations may complete with some delay for this project need to be taken for consideration. Without bound and exclusions, manager of this project will choose to make his project on impractical expectations. This project is not limited on budget, It minimizes the limitations and makes the process easier that fall under budget specified. It is not required to consider for budget of musicians, outfits and other programs related with entertainment. Project exclusion Contact for marriage responsibility can be taken as exclusion for marriage registration as this is not given in this project. Managing party for engagement Developing website for wedding Managing rings for wedding Approval wedding Constraints of this project Large number of family request 300 people invitations at most
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7WEDDING MANAGEMENT PLAN Procedural requirement Procedural requirement is very important and needs to be define clearly to avoid any problems for the wedding ceremony and the technical reliability of items has to be analysed properly to ensure the performance level. To define technical requirement below mentioned points need to be considered. Venue is capable of holding 300 people Lighting arrangement in the venue, Bride’s and groom’s monogram and initials must be projected. Moreover, lightening for dance floor will be counted in package. Speakers and microphone of professional level that must have good sound quality. To give the presentation slide show (Love story) of glad couple there must be one projector. Place for wedding gifts must be specific and predefined. Venue of the wedding should must be air conditioned system. Equipment for DJ and art of state level of sound equipment must be given for playing background music. Parking system of car and parking attendant needed. Review with customers For any project the most important stage is the customer review. This will give the appointment and discussion with the customer about the project proceeding. Peggy Sue and Tony is from Dallas so there is chances to review of the project by having an direct meeting. Report with Peggy Sue and Tony is performed on weekly basis. Whereas it requires to keep
8WEDDING MANAGEMENT PLAN having contact as per the family given date, then proceeding next step is possible. Making adjustment should must be done on the requirement of bride and her groom’s wishes. Work Breakdown structure This is the main structure of the project that is used for deliverables of project to divide into small and easier to manage in steps. There number of advantages of making this work breakdown structure. Initially, this is helpful for managing project accurately. Next, making WBS that allows me to easily arrange responsibility. Moreover, At the time of explaining this project’s scope to the customers (Tony and Peggy Sue), this will make easier for work breakdown structure (Brighthub Project Management, 2016). I intitalized making work breakdown structure by searching deliverables of this assignment and then distributing main deliverables into different components that will be called as sub-deliverables. These are divided in the separate minor units while assigning people for each of the section. Work breakdown structure in the form of tasks 1.1Web design for wedding 1.1.1Understanding gaps and meeting with restaurant management. 1.1.1Analyzing more requirement required for restaurant 1.1.2Finding even if place of wedding is giving safety or not and if there are any pre- booking arises at the time of wedding 1.1.3Finding availability of the venue for 3 week which is planned. 1.2Recipients 1.2.1Making list of invitations 1.2.2Selecting style for invitations 1.2.2.1Choosing on architecture of invitations 1.2.2.2Selecting accurate content
9WEDDING MANAGEMENT PLAN 1.2.2.3copy of invitations 1.2.2.4Delivering invitation 1.2.3Looking for main requirement of guest (Child, handicapped) 1.2.4Fixing people to welcome guest for the wedding ceremony 1.2.5Guests hotel booking out of US 1.3Designing 1.3.1Designing the venue (tables, special equipment, theme, and entrance) 1.3.2Designing stage (lighting and center units, flowers and table cloth) 1.3.3Designing the wedding car 1.4Transit 1.4.1Shuttle and buss booking for the guest for going and coming via airport. 1.4.2Confirming uber or grab for guests coming from regions 1.5Catering Management 1.5.1Innovative cake design for recipients 1.5.2Making advance for cake 1.5.3Arranging for dinner 1.5.4Looking for caterer who will serve main two foods one is appetizers second is pastry 1.5.5Making decision on pastry item and appetizers item menu 1.5.6Advance booking different number of drinks (Both alcoholic and non-alcoholic) 1.6Arrangement 1.6.1Selecting right saloon for bride’s makeup and hair 1.6.2Reserving saloon for wedding 1.6.3Ordering groom and bride’s outfit 1.6.4Selecting bride’s dress and attire for the groom 1.6.5Bridesmaids and groomsmen suitable attire choosing
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10WEDDING MANAGEMENT PLAN 1.6.6Arranging a good tailor and purchasing outfit for Bridesmaid’s and groomsmen 1.6.7Arranging bride’s bouquet of a delicate 1.7Entertainment and sound 1.7.1Making plan for welcoming newlyweds with innovative idea for wedding ceremony party 1.7.2Searching for entertainer 1.7.3Searching a high standard DJ and inviting 1.7.4Ordering dancers and jokers 1.8Media 1.8.1Searching for photographer and video maker for the marriage 1.8.2Finding out pictures for their chemistry 1.8.3Searching an video maker to make small film on their love story 1.9Honeymoon time 1.9.1Searching venue in Italy 1.9.2Reserving airlines confirmation (ticket dealer) 1.9.3Reserving hotels for their stay 1.9.4Booking transportation for coming back from airport 1.10Problems for visa 1.10.1Inviting foreigner friends by writing letter 1.10.2Inviting foreign friends using letters 1.10.3Tourist visa applying for honeymoon week 1.11Making scenario for wedding that consist of sequences of action actions in wedding Work breakdown structure activity explain the content and objective of eachactivity. It has all necessary tasks that perform when needed to order high demand of wedding ceremony.
11WEDDING MANAGEMENT PLAN Although, there is demand for clearing some of activities. Family restaurant and the demands for wedding is important to confirm and explain. After this next is to date checking. The date for marriage 30thJune should be confirmed as second week will for honeymoon. Generally catering adds food and drinks both. In this situation, requirements of food falls with dealing of managing restaurant. I need to choose food that the chef prepare at restaurant. Though, for appetizers and pastry different catering to serve will be used. I am responsible for searching good caterer and menu choosing for appetizers. For visa issue, Only grooms and bride’s are inviting their friends by writing letters from the foreign countries, this invitation will be sent by project manager. Below mentioned is the work breakdown structure given in the figure:
12WEDDING MANAGEMENT PLAN Network Diagram This figure is constructed in Microsoft project software Responsibility matrix For all project, It has been considered as necessary to mention everyone’s task and activity precisely. Everyone related with this project must be informed about their task that they will perform using Responsibility assignment matrix (RACI) comes very useful to explain everyone’s task individually of the project. Responsibility matrix will help in the project to move efficiently, as RACI specifies with high accuracy target of everyone’s task along with clearly mentioning their role in wedding. It is possible to allow with the help of RACI to scheduling project, that must be clear for everyone.
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13WEDDING MANAGEMENT PLAN In the diagram, R-Responsible signifies to an independent who will complete the task. This responsible person is duty-bound to achieve the task completed as per choice. A-Accountable signifies people who will be having responsibility to control and last authority of finishing the task. C-Consulted: This person will be communicated and contacted at the time of making choices while the project is progressing. I-Informed shows a member who will have the updated information about the changes made. Role Deliverables Meet Restaurant ManagementARCCII Analyzing Additionals for the restaurantA/RRCCII Security in VenueARCCI Date for venue availibilityARRCCI Guest ListARRCCC/IC/I Invitation DesignAC/IC/IR Content for invitationsARRCCC/I Print InvitationsARC/IC/I Send InvitationsARC/IC/I Determine special guest needsARIICC Guest WelcomersIACCRR Hotel booking guest outside USARIIC/I Deco VenueIACRC Deco StageACC/IR Deco CarI/CAR Booking Bus/ShuttleIARC Booking grab/uber from regionAR Cake DesignIACCR Cake OrdersIA/RCC Select FoodARRCCC/I Appetizers and pastry catererARC/IC/I Finalize appetizers and pastry menuARCCC/I Order alcoholic and non-alcoholicARC/IC/I Hair Saloon and make up brideIARCC Reservation for salonIA/RIC/I Dress for bride and attire for groomAC/IC/ICCR Order outfit for groom and brideARII Finalize outfit designsAIICCR Tailor for sewing the outfitIA/RC Bouquet for brideAIRC Find hostARIICC Look out for good DJ and inviteIARCC Book BandARIICC Invite Comedians and DancersRC/IC/IAA Look for photographer and cameramanIA/R Photo collection for love storyARRC/IC/I Profesional to make love storyC/IA/R Book Airline ticketA/RIIC Hotel reservationsA/RC/IC/I Ride to airportARII Invitation Letter for outside US guestARRC/I send invitations lettersA/RC Visa for honeymoonARRCC Prepare overviewA/RIICC HairdresserTour AgentEmabassiesCatererStyle Advisor Restaurant ManagerBakerGuest outside US Transport Agency Groom Parent Best Man Maid of Honour Deco PlannerDesignersChef Project Managers Project Assitant 1 Project Assitant 2BrideGroomBride Parent This matrix has 48 total task that has been assigned to 22 people individuals. Furthermore, with the help of, RACI method for every person’s role for each activity is mentioned clearly. For example, I am capable for choosing a venue, above me head assistance will actually do this task. Groom and bride are the one for whom I will be consulted. Furthermore, it is necessary to give information to bride and groom’s guardian about the location that will be selected as venue for wedding. Some recipients and baker responsible for some tasks.
14WEDDING MANAGEMENT PLAN Cost Budgeting This management will be done on top-down system of budget on the basis of collective decisions and result from the previous projects. Estimate and the cost of this overall assignment by estimating big task costs. The benefit of this approach that it will give accuracy of finding the overall costs, through particular parts can be putted in substantial mistakes.Onemorebenefitisthatmistakesinsearchingshorttasksshouldnotbe individually identified, this is because exceptions are there for overall budget. Same is for good opportunity that few little but task which is important was overlooked generally does not make serious problem for budget. The result and decision of planning season are count on to add every elements for the overall budget. Table given below will give detail of cost which is related with marriage ceremony. Costs are identified in US dollar. There is required concise interpretation cost for some. Initially, Big tony venue as restaurant was selected for the marriage. Total amount for that restaurant is 36,000 US dollar that has food along with venue. Tony and Peggy Sue will go to Italy finance from their parents, although the costs for local has to be taken for honeymoon week.
15WEDDING MANAGEMENT PLAN Types of expensesCost in USD Venue rent16,000.00$ Food provided by venue20,000.00$ Bride’s gown6,800.00$ Groom’s attire2,100.00$ Venue decoration (tables, entrance, hall)8,000.00$ Stage decoration (lighting effects)$1,000.00 Car decoration (flowers and ribbons)$3,000.00 Band12,000.00$ DJs2,000.00$ Comedians3,000.00$ Hosts1,000.00$ Wedding cake500.00$ Beverages (alcoholic and non-alcoholic)8,000.00$ Pastry3,000.00$ Appetizers2,000.00$ Photography and videography services1,000.00$ Cost of making love story video200.00$ Wedding car & entrouage700.00$ Transportation for guests from regions250.00$ Invitations for 300 guest600.00$ Bride’s hair and make-up100.00$ Bride’s bouquet50.00$ Wedding accessories (Jewelry)4,000.00$ Honeymoon expenses4,500.00$ Decorator800.00$ Caterer (for pastry and appetizers)500.00$ Wedding Planner % 10 of total cost10,110.00$ Cost101,100.00$ Total Cost111,210.00$ Risk Management Generally, Managers of this task and people who are in the task involved will get some difficulty in an unexpected way while completing project. For this uncertain problems, Managers of project need to must be skilled well. Management of project include testing, reacting and searching to risk management (Bia.ca, 2016) Management of risk is very beneficial process, that help to reduce the impact of risk and make the project enable to manages accomplish the project as per given time (Project Smart, 2016).
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16WEDDING MANAGEMENT PLAN In this task, initial step is to search for possible risks, that may affect the project success. After that, risk of high chances comes will be chosen. Management of risk can be architect as follows: 1.Identifying risk: Searching potential risk, which gives impact on project movement. 2.Taking qualitative analysis of risk: projects which is determined as prioritized risk on scale of rating, that has the probability of taking place. Scale of rating in this case ranges from 0 -5. 3.Taking quantitative analysis for risk: Performing risk analysis and its impact that has high chances of occurance. 4.Risk treatment: Methods and response to reduce the negative effects of project success. Risk identification There are various risk related with wedding, For this project, All potential risk are identified and they are divided into sections: Risk related with before wedding: There are some issues to find maids for bride and groom as per the suggestion from family members. Marriage ceremony place and guardian of this marriage. Undelivered invitations It is very possible that the selected dress is not available in the required size Unavailability of Airline tickets for the honeymoon date Issues for renting and booking: Rooms unavailability due to large number for guests Decorator, hairdresser or hairdresser professionals unavailability
17WEDDING MANAGEMENT PLAN Shortage of transport taxis as the large turnout guests Risk at Wedding day: Large number of guest coming Food unavailability Power failure of electricity Late coming of invited band Chances of food poison or failure of food standard Photography services failed to give bride and grooms expectations Unavailability of services Death of family members or close relatives Privacy concern with photos or video Illness of maid or best person not participate For many cases, risk are there, that is related with budget and whether. As we are holding wedding and indoor wedding, it is not required to concerned of given threats. ActivityLikelihood (L) (1-5)Impact on project (I)(1-5)Detectability (D)(1-5)Risk PriorityNumber (RPN=L*I*D)Types of responses to risk Error with invitation card42432Avoid Important guests may not get an invitation32424Avoid The risk of not availability of right dress size15525Mitigate Not availability of airline tickets for honeymoon1326Mitigate Shortage of booked hotel rooms33327Mitigate Service providers unavailibility on a wedding day1428Avoid Shortage of transportation means on wedding day33218Avoid Shortage of seats due to extras unexpected guests44348Avoid Shortage of food and drinks24216Avoid Electricity failure1224Mitigate Delay of hosts or band1326Mitigate Food poisoning or poor food standards1339Avoid Absence of maid of honour or best man1428Share Death of close relatives or family members1515Accept Shortage of servers at wedding party33327Transfer to restaurant management Wedding photos and video can to public domain23212Avoid Unsatisfactory photography services33327Avoid Qualitative risk analysis Likelihood chances of taking place (one to five): 1as very low, 2 as low, 3 as medium, 4 as high, 5 as very high
18WEDDING MANAGEMENT PLAN Name of risks Risk prevention issuewithinvitation card Read invitation example carefully and examine with assstances Failedtodeliver invitationtoimportant guests This risk can affect this project, it might happen that the close friends or family relatives of Tony or Peggy Sue. To avoid this risk, manager of project need to verify all important relatives Unavailability ofairline tickets which is suitable for honeymoon Tony or Peggy Sue chosen Italy for their honeymoon. They wished to go by American airlines because it gives high standard of services. Although, as the popularity the American airline, unavailability of tickets may happen on planned date. This problem will be solved by addressing at initial of honeymoon week. Setting preferable of wedding date to chose any oartner of their oneworld online. Unavailability of roomsBoth groom and bride have studied form abroad so the chances are very high that large number of people will stay at hotels so problems may arise and that can be treated by booking hotels at different hotels Services unavailabilityIt may happen that caterer or other important people get unavailable at wedding date. Unavailabilityof transportationonthe wedding day Reserve UBER/GRAB before wedding day Unavailability of seatsTake some more seats before hand ShortageinfoodorPurchase some extra foods
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19WEDDING MANAGEMENT PLAN drink Electricity power failureTake some backup generators Delay for bandThere should be a backup for absence of entertainer Below standard foodIllness of guest may happen due to failure of standard in food. It is needed to check properly kitchen and comply the health standard for cleanliness. Groom and bride must be informed be informed about allergy of guests. Missing of best man or maid Make options and alternatives to have a backup for maids and best man Privacyconcernfor photos and videos Confirm the policy of the photographer and make sure that it would not get spreaded. Evaluation of projects Analysingtheprojectistheevolutionofproject,gatheringandmanaging informations related to project result. Evaluation of project must be systematically analysing theproject’sthatworthandbenefit.Evaluationisbuildofprocesstocontactwith stakeholders to evaluate the plan, making decision for evaluating (Qihub.scot.nhs.uk, 2016). Evaluation performs an necessary role to identify the value of the project and the areas where improvement is needed. Main target for evaluation is hinges of stakeholders need (Reference, 2016). Manager of the project takes stakeholders analysis to evaluate the project. It is very important to have stakeholder analysis to get stakeholders interest and estimating the importanceofthisproject.Thisanalysisgivescommunicationtothestakeholdersto understand more efficiently and determine misunderstanding or risks. Stakeholders can be divided in 2 categories. One is internal and other is external.
20WEDDING MANAGEMENT PLAN IDInternalInterestImpact AProject managerHighHigh BProject assistantsHighMedium CBride and groomHighHigh DBride and groom’s parents MediumHigh External EGuestsMediumLow FVendors (all service providers like caterer, designer, decorator, entertainers) MediumHigh GRestaurant management HighHigh HFamily membersMediumMedium Subsequently getting stakeholders, decision is required for whatshould be the key for stakeholders. To explain this, stakeholders can use the map. This map is very good for showing the stakeholders how classified as per their interest and power in task.
21WEDDING MANAGEMENT PLAN Power Interest Keep satisfied D F Key player C A G B Monitor (minimum effort) H E Keep informed
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22WEDDING MANAGEMENT PLAN References Anon,(2016).[online]Availableat:https://bia.ca/risk-management-the-what-why-and- how/). [Accessed 11 Nov. 2016]. Katcherovski,V.(2016).ProjectManagement101:WhatareMilestones?.[online] Explore.easyprojects.net.Availableat: http://explore.easyprojects.net/blog/2012/03/19/project-management-101-what-are- milestones/ [Accessed 12 Nov. 2016]. Mar, A. (2016).100+ Project Management Objectives. [online] Simplicable. Available at: http://management.simplicable.com/management/new/100-project-management- objectives [Accessed 10 Nov. 2016]. Passionatepm.com.(2016).QualitativeRiskAnalysisvsQuantitativeRiskAnalysis (CONCEPT2)|PassionateProjectManagement.[online]Availableat: https://www.passionatepm.com/blog/qualitative-risk-analysis-vs-quantitative-risk- analysis-pmp-concept-1 [Accessed 8 Nov. 2016]. PROJECT MANAGEMENT IN PRACTICE 4th Edition, Mantel, Meredith, Shafer, Sutton. Project Smart. (2016).10 Golden Rules of Project Risk Management. [online] Available at: https://www.projectsmart.co.uk/10-golden-rules-of-project-risk-management.php [Accessed 10 Nov. 2016]. Projectminds.com.(2016).ProjectMinds-ProjectManagementResources.[online] Available at: http://www.projectminds.com/Article14.html [Accessed 15 Nov. 2016]. Qihub.scot.nhs.uk.(2016).EvaluatingaProject.[online]Availableat: http://www.qihub.scot.nhs.uk/knowledge-centre/quality-improvement-topics/project- management/evaluating-a-project.aspx [Accessed 9 Nov. 2016].
23WEDDING MANAGEMENT PLAN Reference. (2016).How do you get project management limitations and exclusions. [online] Availableat:https://www.reference.com/business-finance/project-management- limitations-exclusions-1adf83cf22691881 [Accessed 11 Nov. 2016]. Reference.(2016).Whatisprojectevaluation.[online]Availableat: https://www.reference.com/business-finance/project-evaluation-d86f4cc4c65080b1 [Accessed 9 Nov. 2016]. Stanley E. Portny , Project management for dummies 3rdedition, 2010.