MGMT3612 Project: Scope Management Plan for Wedding Organization

This report presents a comprehensive scope management plan for a wedding organization and planning project, adhering to PMBOK 5th edition guidelines. It outlines the project's scope, which includes all necessary activities for successful completion within budget and on time. The report details the scope management planning process, collection of requirements through interviews and market surveys, and the definition of project scope across six phases: initiation, planning, bookings & invitations, preparations, event execution & monitoring, and closure. Essential activities for project completion are listed, and a detailed Work Breakdown Structure (WBS) is provided to break down the project tasks. Furthermore, the report includes total anticipated costs, project activities with durations, an activity network diagram, a Gantt chart, and the earliest start and finish dates for project activities. Roles and responsibilities are defined, and scope verification and control measures are discussed. The report concludes with a focus on the execution of the project, ensuring a successful wedding event.

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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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Scope Management Plan
1.3.4 Booking of the caterers
1.3.5 Selection and finalization of the decorators and performers
1.3.6 Booking of the decorator and performers
1.3.7 Selection and finalization of the photographers and video recorders
1.3.8 Booking of the photographer and video recorder
1.3.9 Milestone 3: Booking confirmations
1.3.10 Preparation of the list of procurement tools and material
1.3.11 Procurement of the necessary equipment
1.3.12 Preparation of the invitation card
1.3.13 Approval from the client
1.3.14 Printing and delivery of the invitation cards
1.3.15 Milestone 4: Invitation Cards
1.4 Preparations for the Event
1.4.1 Preparation of the food and drinks menu
1.4.2 Approval of the menu from the client
1.4.3 Sharing of the menu with the caterer
1.4.4 Interior decorations and exterior set-up
1.4.5 Installation of the audio/video tools and equipment
1.4.6 Reminders to all the vendors
1.4.7 Installation of security and surveillance tools
1.4.8 Milestone 5: Set-up for the Event
1.5 Event Execution & Monitoring
1.5.1 Conduction of the wedding as per the decided date
1.5.2 Monitoring and organization of all the areas
1.5.3 Feedback from the team heads
1.5.4 Milestone 6: Wedding Event
1.6 Closure Phase
1.6.1 Feedback from the client
1.6.2 Performance evaluation and discussion
1.6.3 Development of a Closure Report
1.6.4 Milestone 7: Closure Report
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Scope Management Plan
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Scope Management Plan
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Wedding Organizationg &
Management
Initiation Phase
Meeting with the clients to
discuss the determined
date and details
High-level budget summary
Determination of the event
team and resources to be
allotted
Listing of the venues
mapped with the client
details
Milestone 1: Initiation Plan
Planning Phase
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
Milestone 2: Project Plan
Bookings & Invitations
Selection and finalization of
the venue after availability
checks
Booking of the venue
Selection and finalization of
the caterers as per the
client demands
Booking of the caterers
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
Milestone 3: Booking
confirmations
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
Milestone 4: Invitation
Cards
Preparations for the Event
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
Milestone 5: Set-up for the
Event
Event Execution &
Monitoring
Conduction of the wedding
as per the decided date
Monitoring and
organization of all the areas
Feedback from the team
heads
Milestone 6: Wedding Event
Closure Phase
Feedback from the client
Performance evaluation and
discussion
Development of a Closure
Report
Milestone 7: Closure Report

Scope Management Plan
Total Anticipated Costs
The project of organization and management of the wedding will involve numerous costs.
There will nine resources involved in the project and the cost of the resources will be
involved. It will also include the cost of tools and material, organizing costs, vendor costs,
and cost of handling the equipment.
The cost break-up and the total costs that will be associated with the project has been
illustrated in the table below.
WBS Task Name Cost
1 Wedding Organization & Management $ 130,880.00
1.1 Initiation Phase $ 12,440.00
1.1.1 Meeting with the clients to discuss the determined date and
details $ 3,600.00
1.1.2 High-level budget summary $ 1,280.00
1.1.3 Determination of the event team and resources to be allotted $ 4,200.00
1.1.4 Listing of the venues mapped with the client details $ 3,360.00
1.1.5 Milestone 1: Initiation Plan $ 0.00
1.2 Planning Phase $ 28,400.00
1.2.1 Composition of an initial guest list in discussion with the client $ 3,600.00
1.2.2 Estimation of the project schedule and the detailed budget $ 12,200.00
1.2.3 Distribution of the budget to the sections and sharing with the
client $ 4,440.00
1.2.4 Identification and analysis of the risks - Technical,
Environmental, External $ 4,320.00
1.2.5 Communication and reporting structure for the team $ 3,840.00
1.2.6 Milestone 2: Project Plan $ 0.00
1.3 Bookings & Invitations $ 51,680.00
1.3.1 Selection and finalization of the venue after availability checks $ 4,800.00
1.3.2 Booking of the venue $ 1,200.00
1.3.3 Selection and finalization of the caterers as per the client
demands $ 2,160.00
1.3.4 Booking of the caterers $ 720.00
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Scope Management Plan
1.3.5 Selection and finalization of the decorators and performers $ 5,600.00
1.3.6 Booking of the decorator and performers $ 1,600.00
1.3.7 Selection and finalization of the photographers and video
recorders $ 6,000.00
1.3.8 Booking of the photographer and video recorder $ 1,200.00
1.3.9 Milestone 3: Booking confirmations $ 0.00
1.3.1
0 Preparation of the list of procurement tools and material $ 3,360.00
1.3.1
1 Procurement of the necessary equipment $ 5,880.00
1.3.1
2 Preparation of the invitation card $ 7,040.00
1.3.1
3 Approval from the client $ 2,520.00
1.3.1
4 Printing and delivery of the invitation cards $ 9,600.00
1.3.1
5 Milestone 4: Invitation Cards $ 0.00
1.4 Preparations for the Event $ 13,080.00
1.4.1 Preparation of the food and drinks menu $ 1,080.00
1.4.2 Approval of the menu from the client $ 1,680.00
1.4.3 Sharing of the menu with the caterer $ 600.00
1.4.4 Interior decorations and exterior set-up $ 6,000.00
1.4.5 Installation of the audio/video tools and equipment $ 960.00
1.4.6 Reminders to all the vendors $ 600.00
1.4.7 Installation of security and surveillance tools $ 2,160.00
1.4.8 Milestone 5: Set-up for the Event $ 0.00
1.5 Event Execution & Monitoring $ 6,680.00
1.5.1 Conduction of the wedding as per the decided date $ 3,680.00
1.5.2 Monitoring and organization of all the areas $ 1,800.00
1.5.3 Feedback from the team heads $ 1,200.00
1.5.4 Milestone 6: Wedding Event $ 0.00
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Scope Management Plan
1.6 Closure Phase $ 18,600.00
1.6.1 Feedback from the client $ 1,920.00
1.6.2 Performance evaluation and discussion $ 10,800.00
1.6.3 Development of a Closure Report $ 5,880.00
1.6.4 Milestone 7: Closure Report $ 0.00
Project Activities, Duration, and Preceding Activities
The master schedule of the project has been designed using bottom-up estimation as the
estimation technique. MS Project is the tool that has been used for the development of this
schedule.
The table below includes the names of the tasks, their duration, predecessors, and successors.
WBS Task Name Duration Predecessors Successors
1 Wedding Organization & Management 113 days
1.1 Initiation Phase 13 days
1.1.1 Meeting with the clients to discuss the
determined date and details 2 days 4
1.1.2 High-level budget summary 2 days 3 5
1.1.3 Determination of the event team and
resources to be allotted 5 days 4 6
1.1.4 Listing of the venues mapped with the
client details 4 days 5 7
1.1.5 Milestone 1: Initiation Plan 0 days 6 9,10
1.2 Planning Phase 13 days
1.2.1 Composition of an initial guest list in
discussion with the client 3 days 7
1.2.2 Estimation of the project schedule and the
detailed budget 5 days 7 11,12
1.2.3 Distribution of the budget to the sections
and sharing with the client 3 days 10
1.2.4 Identification and analysis of the risks - 4 days 10 13
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