Project Management: Overseas Holiday Ski Trip Planning and Execution
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AI Summary
This project management assignment outlines the comprehensive planning and execution of an overseas holiday ski trip. It begins by defining the project scope, clarifying parameters, and establishing a project structure with lines of authority. The assignment then develops a detailed project plan, including consultation with the project team, consideration of relevant legislations, and a work breakdown structure (WBS) with a corresponding schedule. A budget is estimated, considering various resources and their associated costs. The project's execution phase involves securing funds, allocating the budget, making travel and accommodation arrangements, and organizing activities during the trip. The project concludes with a review of finances, final payments, and stakeholder sign-off. The assignment covers all aspects of project management, from initiation to closure, demonstrating a practical approach to planning and executing a complex project.
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Running Head: PROJECT MANAGEMENT
Project: Overseas Holiday Trip
Name of the Student
Name of the University
Project: Overseas Holiday Trip
Name of the Student
Name of the University
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1PROJECT MANAGEMENT
Table of Contents
Assessment Task 1: Define the Project...........................................................................................2
1.1 Project Scope Plan.................................................................................................................2
1.2 Clarification of Project Parameters........................................................................................2
1.3 Project Structure Chart and Lines of Authority.....................................................................2
Assessment Task 2: Develop a Project Plan....................................................................................3
2.1 Consultation with Project Team............................................................................................3
2.2 Project Legislations...............................................................................................................3
2.3 Project Plan............................................................................................................................3
2.4 Approval of Project Plan.....................................................................................................10
Assessment Task 3: Administering and Monitoring the Project...................................................10
3.1 Stakeholder Responsibilities................................................................................................10
3.2 Concerns of the Project Team..............................................................................................11
3.3 Risk Reduction Duties.........................................................................................................11
3.4 Status Report........................................................................................................................12
Assessment Event 4: Finalising and Reviewing the Project..........................................................14
4.1 Financial Documentation and Records................................................................................14
4.2 Reassigning Human Resources............................................................................................14
4.3 Client / Stakeholder Acceptance..........................................................................................14
4.4 Project Checklist..................................................................................................................14
4.5 Project Review Process........................................................................................................17
4.6 Lessons Learnt.....................................................................................................................17
Table of Contents
Assessment Task 1: Define the Project...........................................................................................2
1.1 Project Scope Plan.................................................................................................................2
1.2 Clarification of Project Parameters........................................................................................2
1.3 Project Structure Chart and Lines of Authority.....................................................................2
Assessment Task 2: Develop a Project Plan....................................................................................3
2.1 Consultation with Project Team............................................................................................3
2.2 Project Legislations...............................................................................................................3
2.3 Project Plan............................................................................................................................3
2.4 Approval of Project Plan.....................................................................................................10
Assessment Task 3: Administering and Monitoring the Project...................................................10
3.1 Stakeholder Responsibilities................................................................................................10
3.2 Concerns of the Project Team..............................................................................................11
3.3 Risk Reduction Duties.........................................................................................................11
3.4 Status Report........................................................................................................................12
Assessment Event 4: Finalising and Reviewing the Project..........................................................14
4.1 Financial Documentation and Records................................................................................14
4.2 Reassigning Human Resources............................................................................................14
4.3 Client / Stakeholder Acceptance..........................................................................................14
4.4 Project Checklist..................................................................................................................14
4.5 Project Review Process........................................................................................................17
4.6 Lessons Learnt.....................................................................................................................17
2PROJECT MANAGEMENT
Assessment Task 1: Define the Project
1.1 Project Scope Plan
The overall scope of the project is to conduct a ski trip to overseas location in USA for a
few family members. This project must be completed within a span of 3 weeks and the funding
will be provided by the company.
1.2 Clarification of Project Parameters
For clarification of project parameters, a project proposal needs to be developed in which
all the parameters will be estimated and documented. After documentation, the proposal will be
forwarded to the company management for analysis and approval of the project.
1.3 Project Structure Chart and Lines of Authority
The project structure chart and lines of authority is shown in the following table.
Stakeholder Line of Authority
Project Manager High
Tour Manager High
Project Planner Low
Trip Coordinator Medium
Finance Manager Medium
Special Tour Guide Low
Tourists Medium
Assessment Task 1: Define the Project
1.1 Project Scope Plan
The overall scope of the project is to conduct a ski trip to overseas location in USA for a
few family members. This project must be completed within a span of 3 weeks and the funding
will be provided by the company.
1.2 Clarification of Project Parameters
For clarification of project parameters, a project proposal needs to be developed in which
all the parameters will be estimated and documented. After documentation, the proposal will be
forwarded to the company management for analysis and approval of the project.
1.3 Project Structure Chart and Lines of Authority
The project structure chart and lines of authority is shown in the following table.
Stakeholder Line of Authority
Project Manager High
Tour Manager High
Project Planner Low
Trip Coordinator Medium
Finance Manager Medium
Special Tour Guide Low
Tourists Medium
3PROJECT MANAGEMENT
Assessment Task 2: Develop a Project Plan
2.1 Consultation with Project Team
Consultation with the project team can be conducted through team meetings whenever
required. All team members should be provided with all project related updates and discussions
should involve taking ideas from all the team members involved in the project.
2.2 Project Legislations
When undertaking this particular project, the legislations to be aware of are as follows.
Overseas Travel – There are certain international and country specific rules and
regulations regarding overseas travel that must be kept aware of.
Visa – All visitors must have valid passport and visa or they will not be allowed to enter
the country in this case.
2.3 Project Plan
The work breakdown structure of the project is as follows.
WBS Task Name
0 Overseas Holiday Trip
1 Initiation of the Project
1.1 Preliminary Discussions Regarding the Project
1.2 Planning for the Overseas Trip
1.3 Develop Trip Plan Document
1.4 Send Invitations and Trip Plan to the Interested People
1.5 Receive Feedbacks from the Interested People
1.6 Selection of Trip Venue
1.7 Receive Approval from Company Regarding the Trip
Assessment Task 2: Develop a Project Plan
2.1 Consultation with Project Team
Consultation with the project team can be conducted through team meetings whenever
required. All team members should be provided with all project related updates and discussions
should involve taking ideas from all the team members involved in the project.
2.2 Project Legislations
When undertaking this particular project, the legislations to be aware of are as follows.
Overseas Travel – There are certain international and country specific rules and
regulations regarding overseas travel that must be kept aware of.
Visa – All visitors must have valid passport and visa or they will not be allowed to enter
the country in this case.
2.3 Project Plan
The work breakdown structure of the project is as follows.
WBS Task Name
0 Overseas Holiday Trip
1 Initiation of the Project
1.1 Preliminary Discussions Regarding the Project
1.2 Planning for the Overseas Trip
1.3 Develop Trip Plan Document
1.4 Send Invitations and Trip Plan to the Interested People
1.5 Receive Feedbacks from the Interested People
1.6 Selection of Trip Venue
1.7 Receive Approval from Company Regarding the Trip
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4PROJECT MANAGEMENT
1.8 Finalise the Trip as per the Plan
2 Initiate Preparations for the Project
2.1 Calculation of Total Head Count
2.2 Conduct Feasibility Analysis of the Trip Against the Budget
2.3 Develop Schedule for the Project
2.4 Finalise the Budget for the Project with Approval from the Company
2.5 Final Planning of the Trip and Acknowledging the Interested People
2.6 Proceed for Execution
3 Project Execution
3.1 Receive Funds from Company for the Trip
3.2 Allocate Budget to Project Team Members
3.3 Purchase Flight Tickets for the Tourists and Other Personnel
3.4 Book Hotel Rooms for the Tourists
3.5 Rent Ski Camp at Chosen Location
3.6 Rent Ski Venue for the Tourists
3.7 Gathering on Trip Day
3.8 Board the Flight
3.9 Reach the Selected Location
3.10 Reach the Hotel at the Location
3.11 Rest and Refreshment
3.12 Local Venue Tour for the Tourists
3.13 Reach Ski Camp
3.14 Barbeque Party
3.15 Skiing for the Tourists
3.16 Visit Tourist Sports
3.17 Conduct Food and Drinks Party
3.18 Shopping and Other Activities
3.19 Make Payment in the Hotel
1.8 Finalise the Trip as per the Plan
2 Initiate Preparations for the Project
2.1 Calculation of Total Head Count
2.2 Conduct Feasibility Analysis of the Trip Against the Budget
2.3 Develop Schedule for the Project
2.4 Finalise the Budget for the Project with Approval from the Company
2.5 Final Planning of the Trip and Acknowledging the Interested People
2.6 Proceed for Execution
3 Project Execution
3.1 Receive Funds from Company for the Trip
3.2 Allocate Budget to Project Team Members
3.3 Purchase Flight Tickets for the Tourists and Other Personnel
3.4 Book Hotel Rooms for the Tourists
3.5 Rent Ski Camp at Chosen Location
3.6 Rent Ski Venue for the Tourists
3.7 Gathering on Trip Day
3.8 Board the Flight
3.9 Reach the Selected Location
3.10 Reach the Hotel at the Location
3.11 Rest and Refreshment
3.12 Local Venue Tour for the Tourists
3.13 Reach Ski Camp
3.14 Barbeque Party
3.15 Skiing for the Tourists
3.16 Visit Tourist Sports
3.17 Conduct Food and Drinks Party
3.18 Shopping and Other Activities
3.19 Make Payment in the Hotel
5PROJECT MANAGEMENT
3.20 Payment in Fun Amenities
3.21 Board Return Flight
3.22 Reach Home
4 Project Closing
4.1 Post Project Review including Finances
4.2 Make Rest of the Payments to Tour Coordinator
4.3 Stakeholder Sign Off
Based on the work breakdown structure, the schedule of the project has been developed
as follows.
WBS Task Name Duration Start Finish
0 Overseas Holiday Trip 21 days Mon 09-09-19 Mon 07-10-19
1 Initiation of the Project 4 days Mon 09-09-19 Thu 12-09-19
1.1 Preliminary Discussions Regarding the Project 0.5 days Mon 09-09-19 Mon 09-09-19
1.2 Planning for the Overseas Trip 0.5 days Tue 10-09-19 Tue 10-09-19
1.3 Develop Trip Plan Document 0.5 days Tue 10-09-19 Tue 10-09-19
1.4 Send Invitations and Trip Plan to the Interested People 0.5 days Wed 11-09-19 Wed 11-09-19
1.5 Receive Feedbacks from the Interested People 0.5 days Wed 11-09-19 Wed 11-09-19
1.6 Selection of Trip Venue 0.5 days Thu 12-09-19 Thu 12-09-19
1.7 Receive Approval from Company Regarding the Trip 0.5 days Thu 12-09-19 Thu 12-09-19
1.8 Finalise the Trip as per the Plabn 0 days Thu 12-09-19 Thu 12-09-19
2 Initiate Preparations for the Project 2.5 days Fri 13-09-19 Tue 17-09-19
2.1 Calculation of Total Head Count 0.5 days Fri 13-09-19 Fri 13-09-19
2.2 Conduct Feasibility Analysis of the Trip Against the Budget 0.5 days Fri 13-09-19 Fri 13-09-19
2.3 Develop Schedule for the Project 0.5 days Mon 16-09-19 Mon 16-09-19
2.4 Finalise the Budget for the Project with Approval from the
Company 0.5 days Mon 16-09-19 Mon 16-09-19
2.5 Final Planning of the Trip and Acknowledging the Interested 0.5 days Tue 17-09-19 Tue 17-09-19
3.20 Payment in Fun Amenities
3.21 Board Return Flight
3.22 Reach Home
4 Project Closing
4.1 Post Project Review including Finances
4.2 Make Rest of the Payments to Tour Coordinator
4.3 Stakeholder Sign Off
Based on the work breakdown structure, the schedule of the project has been developed
as follows.
WBS Task Name Duration Start Finish
0 Overseas Holiday Trip 21 days Mon 09-09-19 Mon 07-10-19
1 Initiation of the Project 4 days Mon 09-09-19 Thu 12-09-19
1.1 Preliminary Discussions Regarding the Project 0.5 days Mon 09-09-19 Mon 09-09-19
1.2 Planning for the Overseas Trip 0.5 days Tue 10-09-19 Tue 10-09-19
1.3 Develop Trip Plan Document 0.5 days Tue 10-09-19 Tue 10-09-19
1.4 Send Invitations and Trip Plan to the Interested People 0.5 days Wed 11-09-19 Wed 11-09-19
1.5 Receive Feedbacks from the Interested People 0.5 days Wed 11-09-19 Wed 11-09-19
1.6 Selection of Trip Venue 0.5 days Thu 12-09-19 Thu 12-09-19
1.7 Receive Approval from Company Regarding the Trip 0.5 days Thu 12-09-19 Thu 12-09-19
1.8 Finalise the Trip as per the Plabn 0 days Thu 12-09-19 Thu 12-09-19
2 Initiate Preparations for the Project 2.5 days Fri 13-09-19 Tue 17-09-19
2.1 Calculation of Total Head Count 0.5 days Fri 13-09-19 Fri 13-09-19
2.2 Conduct Feasibility Analysis of the Trip Against the Budget 0.5 days Fri 13-09-19 Fri 13-09-19
2.3 Develop Schedule for the Project 0.5 days Mon 16-09-19 Mon 16-09-19
2.4 Finalise the Budget for the Project with Approval from the
Company 0.5 days Mon 16-09-19 Mon 16-09-19
2.5 Final Planning of the Trip and Acknowledging the Interested 0.5 days Tue 17-09-19 Tue 17-09-19
6PROJECT MANAGEMENT
People
2.6 Proceed for Execution 0 days Tue 17-09-19 Tue 17-09-19
3 Project Execution 12.5 days Tue 17-09-19 Thu 03-10-19
3.1 Receive Funds from Company for the Trip 0.5 days Tue 17-09-19 Tue 17-09-19
3.2 Allocate Budget to Project Team Members 0.5 days Wed 18-09-19 Wed 18-09-19
3.3 Purchase Flight Tickets for the Tourists and Other Personnel 0.5 days Wed 18-09-19 Wed 18-09-19
3.4 Book Hotel Rooms for the Tourists 0.5 days Thu 19-09-19 Thu 19-09-19
3.5 Rent Ski Camp at Chosen Location 0.5 days Thu 19-09-19 Thu 19-09-19
3.6 Rent Ski Venue for the Tourists 0.5 days Fri 20-09-19 Fri 20-09-19
3.7 Gathering on Trip Day 0.5 days Fri 20-09-19 Fri 20-09-19
3.8 Board the Flight 0.5 days Mon 23-09-19 Mon 23-09-19
3.9 Reach the Selected Location 1 day Mon 23-09-19 Tue 24-09-19
3.10 Reach the Hotel at the Location 0.3 days Tue 24-09-19 Tue 24-09-19
3.11 Rest and Refreshment 0.5 days Tue 24-09-19 Wed 25-09-19
3.12 Local Venue Tour for the Tourists 0.2 days Wed 25-09-19 Wed 25-09-19
3.13 Reach Ski Camp 0.5 days Wed 25-09-19 Wed 25-09-19
3.14 Barbeque Party 0.5 days Thu 26-09-19 Thu 26-09-19
3.15 Skiing for the Tourists 0.5 days Thu 26-09-19 Thu 26-09-19
3.16 Visit Tourist Sports 1 day Fri 27-09-19 Fri 27-09-19
3.17 Conduct Food and Drinks Party 1 day Mon 30-09-19 Mon 30-09-19
3.18 Shopping and Other Activities 1 day Tue 01-10-19 Tue 01-10-19
3.19 Make Payment in the Hotel 0.5 days Wed 02-10-19 Wed 02-10-19
3.20 Payment in Fun Amenities 0.5 days Wed 02-10-19 Wed 02-10-19
3.21 Board Return Flight 1 day Thu 03-10-19 Thu 03-10-19
3.22 Reach Home 0 days Thu 03-10-19 Thu 03-10-19
4 Project Closing 2 days Fri 04-10-19 Mon 07-10-19
4.1 Post Project Review including Finances 1 day Fri 04-10-19 Fri 04-10-19
4.2 Make Rest of the Payments to Tour Coordinator 1 day Mon 07-10-19 Mon 07-10-19
4.3 Stakeholder Sign Off 0 days Mon 07-10-19 Mon 07-10-19
People
2.6 Proceed for Execution 0 days Tue 17-09-19 Tue 17-09-19
3 Project Execution 12.5 days Tue 17-09-19 Thu 03-10-19
3.1 Receive Funds from Company for the Trip 0.5 days Tue 17-09-19 Tue 17-09-19
3.2 Allocate Budget to Project Team Members 0.5 days Wed 18-09-19 Wed 18-09-19
3.3 Purchase Flight Tickets for the Tourists and Other Personnel 0.5 days Wed 18-09-19 Wed 18-09-19
3.4 Book Hotel Rooms for the Tourists 0.5 days Thu 19-09-19 Thu 19-09-19
3.5 Rent Ski Camp at Chosen Location 0.5 days Thu 19-09-19 Thu 19-09-19
3.6 Rent Ski Venue for the Tourists 0.5 days Fri 20-09-19 Fri 20-09-19
3.7 Gathering on Trip Day 0.5 days Fri 20-09-19 Fri 20-09-19
3.8 Board the Flight 0.5 days Mon 23-09-19 Mon 23-09-19
3.9 Reach the Selected Location 1 day Mon 23-09-19 Tue 24-09-19
3.10 Reach the Hotel at the Location 0.3 days Tue 24-09-19 Tue 24-09-19
3.11 Rest and Refreshment 0.5 days Tue 24-09-19 Wed 25-09-19
3.12 Local Venue Tour for the Tourists 0.2 days Wed 25-09-19 Wed 25-09-19
3.13 Reach Ski Camp 0.5 days Wed 25-09-19 Wed 25-09-19
3.14 Barbeque Party 0.5 days Thu 26-09-19 Thu 26-09-19
3.15 Skiing for the Tourists 0.5 days Thu 26-09-19 Thu 26-09-19
3.16 Visit Tourist Sports 1 day Fri 27-09-19 Fri 27-09-19
3.17 Conduct Food and Drinks Party 1 day Mon 30-09-19 Mon 30-09-19
3.18 Shopping and Other Activities 1 day Tue 01-10-19 Tue 01-10-19
3.19 Make Payment in the Hotel 0.5 days Wed 02-10-19 Wed 02-10-19
3.20 Payment in Fun Amenities 0.5 days Wed 02-10-19 Wed 02-10-19
3.21 Board Return Flight 1 day Thu 03-10-19 Thu 03-10-19
3.22 Reach Home 0 days Thu 03-10-19 Thu 03-10-19
4 Project Closing 2 days Fri 04-10-19 Mon 07-10-19
4.1 Post Project Review including Finances 1 day Fri 04-10-19 Fri 04-10-19
4.2 Make Rest of the Payments to Tour Coordinator 1 day Mon 07-10-19 Mon 07-10-19
4.3 Stakeholder Sign Off 0 days Mon 07-10-19 Mon 07-10-19
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7PROJECT MANAGEMENT
For estimating the overall budget for the project, the costs of the stakeholders and other
fixed costs are determined as follows.
Resource Name Type Max. Units Std. Rate
Project Manager Work 100% $300.00/hr
Tour Manager Work 100% $180.00/hr
Project Planner Work 100% $250.00/hr
Trip Coordinator Work 100% $160.00/hr
Finance Manager Work 100% $250.00/hr
Special Tour Guide Work 100% $150.00/hr
Tourists Work 100% $0.00/hr
Flight Tickets Material $50,000.00
Hotel Rent Material $5,000.00
Ski Camp Rent Material $3,500.00
Skiing Rent Material $10,000.00
Shopping Costs Material $5,000.00
Other Costs Material $1,000.00
Now, these costs are assigned to the project in order to determine the final budget of the
project as follows.
WBS Task Name Duratio
n Resource Names Cost
0 Overseas Holiday Trip 21 days $186,500.00
1 Initiation of the Project 4 days $13,720.00
1.1 Preliminary Discussions Regarding the Project 0.5 days Project Manager, Project
Planner $2,200.00
1.2 Planning for the Overseas Trip 0.5 days Project Manager, Tour $1,920.00
For estimating the overall budget for the project, the costs of the stakeholders and other
fixed costs are determined as follows.
Resource Name Type Max. Units Std. Rate
Project Manager Work 100% $300.00/hr
Tour Manager Work 100% $180.00/hr
Project Planner Work 100% $250.00/hr
Trip Coordinator Work 100% $160.00/hr
Finance Manager Work 100% $250.00/hr
Special Tour Guide Work 100% $150.00/hr
Tourists Work 100% $0.00/hr
Flight Tickets Material $50,000.00
Hotel Rent Material $5,000.00
Ski Camp Rent Material $3,500.00
Skiing Rent Material $10,000.00
Shopping Costs Material $5,000.00
Other Costs Material $1,000.00
Now, these costs are assigned to the project in order to determine the final budget of the
project as follows.
WBS Task Name Duratio
n Resource Names Cost
0 Overseas Holiday Trip 21 days $186,500.00
1 Initiation of the Project 4 days $13,720.00
1.1 Preliminary Discussions Regarding the Project 0.5 days Project Manager, Project
Planner $2,200.00
1.2 Planning for the Overseas Trip 0.5 days Project Manager, Tour $1,920.00
8PROJECT MANAGEMENT
Manager
1.3 Develop Trip Plan Document 0.5 days Project Manager, Tour
Manager $1,920.00
1.4 Send Invitations and Trip Plan to the Interested People 0.5 days Project Manager, Tour
Manager $1,920.00
1.5 Receive Feedbacks from the Interested People 0.5 days Project Manager, Tour
Manager $1,920.00
1.6 Selection of Trip Venue 0.5 days Project Manager, Tour
Manager $1,920.00
1.7 Receive Approval from Company Regarding the Trip 0.5 days Project Manager, Tour
Manager $1,920.00
1.8 Finalise the Trip as per the Plan 0 days $0.00
2 Initiate Preparations for the Project 2.5 days $6,120.00
2.1 Calculation of Total Head Count 0.5 days Tour Manager $720.00
2.2 Conduct Feasibility Analysis of the Trip Against the
Budget 0.5 days Project Manager $1,200.00
2.3 Develop Schedule for the Project 0.5 days Project Manager, Project
Planner $2,200.00
2.4 Finalise the Budget for the Project with Approval from
the Company 0.5 days Finance Manager $1,000.00
2.5 Final Planning of the Trip and Acknowledging the
Interested People 0.5 days Project Planner $1,000.00
2.6 Proceed for Execution 0 days $0.00
3 Project Execution 12.5
days $162,820.00
3.1 Receive Funds from Company for the Trip 0.5 days Finance Manager $1,000.00
3.2 Allocate Budget to Project Team Members 0.5 days Finance Manager $1,000.00
3.3 Purchase Flight Tickets for the Tourists and Other
Personnel 0.5 days
Special Tour Guide, Trip
Coordinator, Tour
Manager, Flight
Tickets[1]
$51,960.00
3.4 Book Hotel Rooms for the Tourists 0.5 days
Special Tour Guide, Trip
Coordinator, Tour
Manager, Hotel Rent[1]
$6,960.00
3.5 Rent Ski Camp at Chosen Location 0.5 days
Special Tour Guide, Trip
Coordinator, Tour
Manager, Skii Camp
Rent[1]
$5,460.00
3.6 Rent Ski Venue for the Tourists 0.5 days Special Tour Guide, Trip $11,960.00
Manager
1.3 Develop Trip Plan Document 0.5 days Project Manager, Tour
Manager $1,920.00
1.4 Send Invitations and Trip Plan to the Interested People 0.5 days Project Manager, Tour
Manager $1,920.00
1.5 Receive Feedbacks from the Interested People 0.5 days Project Manager, Tour
Manager $1,920.00
1.6 Selection of Trip Venue 0.5 days Project Manager, Tour
Manager $1,920.00
1.7 Receive Approval from Company Regarding the Trip 0.5 days Project Manager, Tour
Manager $1,920.00
1.8 Finalise the Trip as per the Plan 0 days $0.00
2 Initiate Preparations for the Project 2.5 days $6,120.00
2.1 Calculation of Total Head Count 0.5 days Tour Manager $720.00
2.2 Conduct Feasibility Analysis of the Trip Against the
Budget 0.5 days Project Manager $1,200.00
2.3 Develop Schedule for the Project 0.5 days Project Manager, Project
Planner $2,200.00
2.4 Finalise the Budget for the Project with Approval from
the Company 0.5 days Finance Manager $1,000.00
2.5 Final Planning of the Trip and Acknowledging the
Interested People 0.5 days Project Planner $1,000.00
2.6 Proceed for Execution 0 days $0.00
3 Project Execution 12.5
days $162,820.00
3.1 Receive Funds from Company for the Trip 0.5 days Finance Manager $1,000.00
3.2 Allocate Budget to Project Team Members 0.5 days Finance Manager $1,000.00
3.3 Purchase Flight Tickets for the Tourists and Other
Personnel 0.5 days
Special Tour Guide, Trip
Coordinator, Tour
Manager, Flight
Tickets[1]
$51,960.00
3.4 Book Hotel Rooms for the Tourists 0.5 days
Special Tour Guide, Trip
Coordinator, Tour
Manager, Hotel Rent[1]
$6,960.00
3.5 Rent Ski Camp at Chosen Location 0.5 days
Special Tour Guide, Trip
Coordinator, Tour
Manager, Skii Camp
Rent[1]
$5,460.00
3.6 Rent Ski Venue for the Tourists 0.5 days Special Tour Guide, Trip $11,960.00
9PROJECT MANAGEMENT
Coordinator, Tour
Manager, Skiing Rent[1]
3.7 Gathering on Trip Day 0.5 days
Special Tour Guide, Trip
Coordinator, Tour
Manager
$1,960.00
3.8 Board the Flight 0.5 days
Special Tour Guide, Trip
Coordinator, Tour
Manager
$1,960.00
3.9 Reach the Selected Location 1 day
Special Tour Guide, Trip
Coordinator, Tour
Manager
$3,920.00
3.10 Reach the Hotel at the Location 0.3 days
Special Tour Guide, Trip
Coordinator, Tour
Manager
$1,176.00
3.11 Rest and Refreshment 0.5 days
Special Tour Guide, Trip
Coordinator, Tour
Manager
$1,960.00
3.12 Local Venue Tour for the Tourists 0.2 days
Special Tour Guide, Trip
Coordinator, Tour
Manager, Other Costs[1]
$1,784.00
3.13 Reach Ski Camp 0.5 days
Special Tour Guide, Trip
Coordinator, Tour
Manager
$1,960.00
3.14 Barbeque Party 0.5 days
Special Tour Guide, Trip
Coordinator, Tour
Manager
$1,960.00
3.15 Skiing for the Tourists 0.5 days
Special Tour Guide, Trip
Coordinator, Tour
Manager
$1,960.00
3.16 Visit Tourist Sports 1 day
Special Tour Guide, Trip
Coordinator, Tour
Manager, Other Costs[1]
$4,920.00
3.17 Conduct Food and Drinks Party 1 day
Special Tour Guide, Trip
Coordinator, Tour
Manager
$3,920.00
3.18 Shopping and Other Activities 1 day Tourists, Shopping
Costs[1] $5,000.00
3.19 Make Payment in the Hotel 0.5 days Trip Coordinator, Tour
Manager $1,360.00
3.20 Payment in Fun Amenities 0.5 days Trip Coordinator $640.00
3.21 Board Return Flight 1 day Tourists, Flight
Tickets[1] $50,000.00
3.22 Reach Home 0 days Finance Manager, $0.00
Coordinator, Tour
Manager, Skiing Rent[1]
3.7 Gathering on Trip Day 0.5 days
Special Tour Guide, Trip
Coordinator, Tour
Manager
$1,960.00
3.8 Board the Flight 0.5 days
Special Tour Guide, Trip
Coordinator, Tour
Manager
$1,960.00
3.9 Reach the Selected Location 1 day
Special Tour Guide, Trip
Coordinator, Tour
Manager
$3,920.00
3.10 Reach the Hotel at the Location 0.3 days
Special Tour Guide, Trip
Coordinator, Tour
Manager
$1,176.00
3.11 Rest and Refreshment 0.5 days
Special Tour Guide, Trip
Coordinator, Tour
Manager
$1,960.00
3.12 Local Venue Tour for the Tourists 0.2 days
Special Tour Guide, Trip
Coordinator, Tour
Manager, Other Costs[1]
$1,784.00
3.13 Reach Ski Camp 0.5 days
Special Tour Guide, Trip
Coordinator, Tour
Manager
$1,960.00
3.14 Barbeque Party 0.5 days
Special Tour Guide, Trip
Coordinator, Tour
Manager
$1,960.00
3.15 Skiing for the Tourists 0.5 days
Special Tour Guide, Trip
Coordinator, Tour
Manager
$1,960.00
3.16 Visit Tourist Sports 1 day
Special Tour Guide, Trip
Coordinator, Tour
Manager, Other Costs[1]
$4,920.00
3.17 Conduct Food and Drinks Party 1 day
Special Tour Guide, Trip
Coordinator, Tour
Manager
$3,920.00
3.18 Shopping and Other Activities 1 day Tourists, Shopping
Costs[1] $5,000.00
3.19 Make Payment in the Hotel 0.5 days Trip Coordinator, Tour
Manager $1,360.00
3.20 Payment in Fun Amenities 0.5 days Trip Coordinator $640.00
3.21 Board Return Flight 1 day Tourists, Flight
Tickets[1] $50,000.00
3.22 Reach Home 0 days Finance Manager, $0.00
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10PROJECT MANAGEMENT
Tourists, Project
Manager, Project
Planner, Special Tour
Guide, Trip Coordinator,
Tour Manager
4 Project Closing 2 days $3,840.00
4.1 Post Project Review including Finances 1 day Project Manager $2,400.00
4.2 Make Rest of the Payments to Tour Coordinator 1 day Tour Manager $1,440.00
4.3 Stakeholder Sign Off 0 days
Finance Manager,
Tourists, Project
Manager, Project
Planner, Special Tour
Guide, Trip Coordinator,
Tour Manager
$0.00
Hence, the total estimated cost for the project is $186,500.
2.4 Approval of Project Plan
The project plan will be forwarded to the company manager who will read the report and
provide approval accordingly.
Assessment Task 3: Administering and Monitoring the Project
3.1 Stakeholder Responsibilities
The main stakeholders involved and their responsibilities are as follows.
Stakeholder Responsibilities
Project Manager Managing the entire tour project
Tour Manager Managing the tour after all have been finalised
Project Planner Planning and documentation of the project
Trip Coordinator Assist the tourists during the trip
Finance Manager Manage and allocate funds for the project
Special Tour Guide Guide tourists at the tourist spots
Tourists Travel as per the schedule
Tourists, Project
Manager, Project
Planner, Special Tour
Guide, Trip Coordinator,
Tour Manager
4 Project Closing 2 days $3,840.00
4.1 Post Project Review including Finances 1 day Project Manager $2,400.00
4.2 Make Rest of the Payments to Tour Coordinator 1 day Tour Manager $1,440.00
4.3 Stakeholder Sign Off 0 days
Finance Manager,
Tourists, Project
Manager, Project
Planner, Special Tour
Guide, Trip Coordinator,
Tour Manager
$0.00
Hence, the total estimated cost for the project is $186,500.
2.4 Approval of Project Plan
The project plan will be forwarded to the company manager who will read the report and
provide approval accordingly.
Assessment Task 3: Administering and Monitoring the Project
3.1 Stakeholder Responsibilities
The main stakeholders involved and their responsibilities are as follows.
Stakeholder Responsibilities
Project Manager Managing the entire tour project
Tour Manager Managing the tour after all have been finalised
Project Planner Planning and documentation of the project
Trip Coordinator Assist the tourists during the trip
Finance Manager Manage and allocate funds for the project
Special Tour Guide Guide tourists at the tourist spots
Tourists Travel as per the schedule
11PROJECT MANAGEMENT
3.2 Concerns of the Project Team
The project team may be concerned that the time or budget are not sufficient for the
project. Hence, the budget and the schedule must be developed after detailed discussion with the
team and once they are set, they cannot be changed by any means. The project team should also
be concerned about the quality of the project but once the standards are set like the class of travel
in flight, hotels and others, they must be followed.
3.3 Risk Reduction Duties
The risk reduction duties and processes are as follows.
Scope: Scope creep may occur once the project has been initiated. The project manager
must be aware of the project and he must monitor the same in order to ensure scope creep does
not occur.
Time: The time may not be sufficient for the project but the tour manager should ensure
the tour is completed on time as the visa period cannot be increased for the tourists.
Finances: The finance manager should monitor the expenses and ensure there is no
unnecessary expenses in the project.
Resources: The project manager needs to monitor the resources utilised in the project and
keep it within the plan limitations.
Quality: The quality standards are set by the project manager and in most cases, advanced
booking is done like flight tickets, hotels and others.
3.2 Concerns of the Project Team
The project team may be concerned that the time or budget are not sufficient for the
project. Hence, the budget and the schedule must be developed after detailed discussion with the
team and once they are set, they cannot be changed by any means. The project team should also
be concerned about the quality of the project but once the standards are set like the class of travel
in flight, hotels and others, they must be followed.
3.3 Risk Reduction Duties
The risk reduction duties and processes are as follows.
Scope: Scope creep may occur once the project has been initiated. The project manager
must be aware of the project and he must monitor the same in order to ensure scope creep does
not occur.
Time: The time may not be sufficient for the project but the tour manager should ensure
the tour is completed on time as the visa period cannot be increased for the tourists.
Finances: The finance manager should monitor the expenses and ensure there is no
unnecessary expenses in the project.
Resources: The project manager needs to monitor the resources utilised in the project and
keep it within the plan limitations.
Quality: The quality standards are set by the project manager and in most cases, advanced
booking is done like flight tickets, hotels and others.
12PROJECT MANAGEMENT
Risks: The project manager must be aware of all the risks associated with the project and
ensure the project is kept under control and free from all risks.
3.4 Status Report
The project status report can be developed for reporting to the project manager as
follows.
WBS Task Name % Complete Status
0 Overseas Holiday Trip 5% Late
1 Initiation of the Project 29% Late
1.1 Preliminary Discussions Regarding the
Project 100% Complete
1.2 Planning for the Overseas Trip 100% Complete
1.3 Develop Trip Plan Document 0% Late
1.4 Send Invitations and Trip Plan to the
Interested People 0% Late
1.5 Receive Feedbacks from the Interested
People 0% Late
1.6 Selection of Trip Venue 0% Late
1.7 Receive Approval from Company
Regarding the Trip 0% Late
1.8 Finalise the Trip as per the Plan 0% On Schedule
2 Initiate Preparations for the Project 0% On Schedule
2.1 Calculation of Total Head Count 0% On Schedule
2.2 Conduct Feasibility Analysis of the Trip
Against the Budget 0% On Schedule
2.3 Develop Schedule for the Project 0% Future Task
2.4 Finalise the Budget for the Project with
Approval from the Company 0% Future Task
2.5 Final Planning of the Trip and
Acknowledging the Interested People 0% Future Task
2.6 Proceed for Execution 0% Future Task
3 Project Execution 0% Future Task
Risks: The project manager must be aware of all the risks associated with the project and
ensure the project is kept under control and free from all risks.
3.4 Status Report
The project status report can be developed for reporting to the project manager as
follows.
WBS Task Name % Complete Status
0 Overseas Holiday Trip 5% Late
1 Initiation of the Project 29% Late
1.1 Preliminary Discussions Regarding the
Project 100% Complete
1.2 Planning for the Overseas Trip 100% Complete
1.3 Develop Trip Plan Document 0% Late
1.4 Send Invitations and Trip Plan to the
Interested People 0% Late
1.5 Receive Feedbacks from the Interested
People 0% Late
1.6 Selection of Trip Venue 0% Late
1.7 Receive Approval from Company
Regarding the Trip 0% Late
1.8 Finalise the Trip as per the Plan 0% On Schedule
2 Initiate Preparations for the Project 0% On Schedule
2.1 Calculation of Total Head Count 0% On Schedule
2.2 Conduct Feasibility Analysis of the Trip
Against the Budget 0% On Schedule
2.3 Develop Schedule for the Project 0% Future Task
2.4 Finalise the Budget for the Project with
Approval from the Company 0% Future Task
2.5 Final Planning of the Trip and
Acknowledging the Interested People 0% Future Task
2.6 Proceed for Execution 0% Future Task
3 Project Execution 0% Future Task
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13PROJECT MANAGEMENT
3.1 Receive Funds from Company for the Trip 0% Future Task
3.2 Allocate Budget to Project Team Members 0% Future Task
3.3 Purchase Flight Tickets for the Tourists
and Other Personnel 0% Future Task
3.4 Book Hotel Rooms for the Tourists 0% Future Task
3.5 Rent Ski Camp at Chosen Location 0% Future Task
3.6 Rent Ski Venue for the Tourists 0% Future Task
3.7 Gathering on Trip Day 0% Future Task
3.8 Board the Flight 0% Future Task
3.9 Reach the Selected Location 0% Future Task
3.10 Reach the Hotel at the Location 0% Future Task
3.11 Rest and Refreshment 0% Future Task
3.12 Local Venue Tour for the Tourists 0% Future Task
3.13 Reach Ski Camp 0% Future Task
3.14 Barbeque Party 0% Future Task
3.15 Skiing for the Tourists 0% Future Task
3.16 Visit Tourist Sports 0% Future Task
3.17 Conduct Food and Drinks Party 0% Future Task
3.18 Shopping and Other Activities 0% Future Task
3.19 Make Payment in the Hotel 0% Future Task
3.20 Payment in Fun Amenities 0% Future Task
3.21 Board Return Flight 0% Future Task
3.22 Reach Home 0% Future Task
4 Project Closing 0% Future Task
4.1 Post Project Review including Finances 0% Future Task
4.2 Make Rest of the Payments to Tour
Coordinator 0% Future Task
4.3 Stakeholder Sign Off 0% Future Task
3.1 Receive Funds from Company for the Trip 0% Future Task
3.2 Allocate Budget to Project Team Members 0% Future Task
3.3 Purchase Flight Tickets for the Tourists
and Other Personnel 0% Future Task
3.4 Book Hotel Rooms for the Tourists 0% Future Task
3.5 Rent Ski Camp at Chosen Location 0% Future Task
3.6 Rent Ski Venue for the Tourists 0% Future Task
3.7 Gathering on Trip Day 0% Future Task
3.8 Board the Flight 0% Future Task
3.9 Reach the Selected Location 0% Future Task
3.10 Reach the Hotel at the Location 0% Future Task
3.11 Rest and Refreshment 0% Future Task
3.12 Local Venue Tour for the Tourists 0% Future Task
3.13 Reach Ski Camp 0% Future Task
3.14 Barbeque Party 0% Future Task
3.15 Skiing for the Tourists 0% Future Task
3.16 Visit Tourist Sports 0% Future Task
3.17 Conduct Food and Drinks Party 0% Future Task
3.18 Shopping and Other Activities 0% Future Task
3.19 Make Payment in the Hotel 0% Future Task
3.20 Payment in Fun Amenities 0% Future Task
3.21 Board Return Flight 0% Future Task
3.22 Reach Home 0% Future Task
4 Project Closing 0% Future Task
4.1 Post Project Review including Finances 0% Future Task
4.2 Make Rest of the Payments to Tour
Coordinator 0% Future Task
4.3 Stakeholder Sign Off 0% Future Task
14PROJECT MANAGEMENT
Assessment Event 4: Finalising and Reviewing the Project
4.1 Financial Documentation and Records
The finance manager is expected to keep a finance record document in which, all the
financial details and expenditures are entered. These records are to be collated to form a final
finance record once the project is completed and submitted to the director of the company.
4.2 Reassigning Human Resources
In case of change management in the project, human resources can be reassigned by the
project manager. However, detailed feasibility analysis must be performed before implementing
the change and reassigning the human resource.
4.3 Client / Stakeholder Acceptance
The tourists will be provided with the detailed project plan for review and feedback.
Changes may be made in the overall tour plan based on the feedbacks of the tourists.
4.4 Project Checklist
The project checklist is developed as follows.
WBS Task Name Duration Complete? (Y/N)
0 Overseas Holiday Trip 21 days
1 Initiation of the Project 4 days
1.1 Preliminary Discussions Regarding the Project 0.5 days Y
1.2 Planning for the Overseas Trip 0.5 days Y
Assessment Event 4: Finalising and Reviewing the Project
4.1 Financial Documentation and Records
The finance manager is expected to keep a finance record document in which, all the
financial details and expenditures are entered. These records are to be collated to form a final
finance record once the project is completed and submitted to the director of the company.
4.2 Reassigning Human Resources
In case of change management in the project, human resources can be reassigned by the
project manager. However, detailed feasibility analysis must be performed before implementing
the change and reassigning the human resource.
4.3 Client / Stakeholder Acceptance
The tourists will be provided with the detailed project plan for review and feedback.
Changes may be made in the overall tour plan based on the feedbacks of the tourists.
4.4 Project Checklist
The project checklist is developed as follows.
WBS Task Name Duration Complete? (Y/N)
0 Overseas Holiday Trip 21 days
1 Initiation of the Project 4 days
1.1 Preliminary Discussions Regarding the Project 0.5 days Y
1.2 Planning for the Overseas Trip 0.5 days Y
15PROJECT MANAGEMENT
1.3 Develop Trip Plan Document 0.5 days
1.4 Send Invitations and Trip Plan to the Interested People 0.5 days
1.5 Receive Feedbacks from the Interested People 0.5 days
1.6 Selection of Trip Venue 0.5 days
1.7 Receive Approval from Company Regarding the Trip 0.5 days
1.8 Finalise the Trip as per the Plan 0 days
2 Initiate Preparations for the Project 2.5 days
2.1 Calculation of Total Head Count 0.5 days
2.2 Conduct Feasibility Analysis of the Trip Against the Budget 0.5 days
2.3 Develop Schedule for the Project 0.5 days
2.4 Finalise the Budget for the Project with Approval from the Company 0.5 days
2.5 Final Planning of the Trip and Acknowledging the Interested People 0.5 days
2.6 Proceed for Execution 0 days
3 Project Execution 12.5 days
3.1 Receive Funds from Company for the Trip 0.5 days
3.2 Allocate Budget to Project Team Members 0.5 days
1.3 Develop Trip Plan Document 0.5 days
1.4 Send Invitations and Trip Plan to the Interested People 0.5 days
1.5 Receive Feedbacks from the Interested People 0.5 days
1.6 Selection of Trip Venue 0.5 days
1.7 Receive Approval from Company Regarding the Trip 0.5 days
1.8 Finalise the Trip as per the Plan 0 days
2 Initiate Preparations for the Project 2.5 days
2.1 Calculation of Total Head Count 0.5 days
2.2 Conduct Feasibility Analysis of the Trip Against the Budget 0.5 days
2.3 Develop Schedule for the Project 0.5 days
2.4 Finalise the Budget for the Project with Approval from the Company 0.5 days
2.5 Final Planning of the Trip and Acknowledging the Interested People 0.5 days
2.6 Proceed for Execution 0 days
3 Project Execution 12.5 days
3.1 Receive Funds from Company for the Trip 0.5 days
3.2 Allocate Budget to Project Team Members 0.5 days
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16PROJECT MANAGEMENT
3.3 Purchase Flight Tickets for the Tourists and Other Personnel 0.5 days
3.4 Book Hotel Rooms for the Tourists 0.5 days
3.5 Rent Ski Camp at Chosen Location 0.5 days
3.6 Rent Ski Venue for the Tourists 0.5 days
3.7 Gathering on Trip Day 0.5 days
3.8 Board the Flight 0.5 days
3.9 Reach the Selected Location 1 day
3.10 Reach the Hotel at the Location 0.3 days
3.11 Rest and Refreshment 0.5 days
3.12 Local Venue Tour for the Tourists 0.2 days
3.13 Reach Ski Camp 0.5 days
3.14 Barbeque Party 0.5 days
3.15 Skiing for the Tourists 0.5 days
3.16 Visit Tourist Sports 1 day
3.17 Conduct Food and Drinks Party 1 day
3.18 Shopping and Other Activities 1 day
3.3 Purchase Flight Tickets for the Tourists and Other Personnel 0.5 days
3.4 Book Hotel Rooms for the Tourists 0.5 days
3.5 Rent Ski Camp at Chosen Location 0.5 days
3.6 Rent Ski Venue for the Tourists 0.5 days
3.7 Gathering on Trip Day 0.5 days
3.8 Board the Flight 0.5 days
3.9 Reach the Selected Location 1 day
3.10 Reach the Hotel at the Location 0.3 days
3.11 Rest and Refreshment 0.5 days
3.12 Local Venue Tour for the Tourists 0.2 days
3.13 Reach Ski Camp 0.5 days
3.14 Barbeque Party 0.5 days
3.15 Skiing for the Tourists 0.5 days
3.16 Visit Tourist Sports 1 day
3.17 Conduct Food and Drinks Party 1 day
3.18 Shopping and Other Activities 1 day
17PROJECT MANAGEMENT
3.19 Make Payment in the Hotel 0.5 days
3.20 Payment in Fun Amenities 0.5 days
3.21 Board Return Flight 1 day
3.22 Reach Home 0 days
4 Project Closing 2 days
4.1 Post Project Review including Finances 1 day
4.2 Make Rest of the Payments to Tour Coordinator 1 day
4.3 Stakeholder Sign Off 0 days
4.5 Project Review Process
After the project is completed, the project report and finance records will be handed over
to the company director. He will conduct a detailed review of the project and will provided
feedbacks accordingly. If there are certain issues like over-budget, there may be certain penalties
for the project manager.
4.6 Lessons Learnt
From this project, significant lessons have been learnt regarding various theories and
applications of project management tools and techniques in the project. Moreover, traditional
project management techniques have been implemented in an overseas trip project that has
further provided experience in application of traditional project management models in daily life
3.19 Make Payment in the Hotel 0.5 days
3.20 Payment in Fun Amenities 0.5 days
3.21 Board Return Flight 1 day
3.22 Reach Home 0 days
4 Project Closing 2 days
4.1 Post Project Review including Finances 1 day
4.2 Make Rest of the Payments to Tour Coordinator 1 day
4.3 Stakeholder Sign Off 0 days
4.5 Project Review Process
After the project is completed, the project report and finance records will be handed over
to the company director. He will conduct a detailed review of the project and will provided
feedbacks accordingly. If there are certain issues like over-budget, there may be certain penalties
for the project manager.
4.6 Lessons Learnt
From this project, significant lessons have been learnt regarding various theories and
applications of project management tools and techniques in the project. Moreover, traditional
project management techniques have been implemented in an overseas trip project that has
further provided experience in application of traditional project management models in daily life
18PROJECT MANAGEMENT
projects. The project has also given the opportunity to develop leadership skills along with team
management and development of team bonding, coordination and others. This will be valuable
lesson for further professional development and also increasing skills to overcome challenging
problems and situations.
projects. The project has also given the opportunity to develop leadership skills along with team
management and development of team bonding, coordination and others. This will be valuable
lesson for further professional development and also increasing skills to overcome challenging
problems and situations.
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