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UWI School of Business & Applied Studies Limited, ROYTEC

Diploma - Project Management PMGT01

Introduction to Project Management

Lecturer Marcia Romany November 21, 2012

Mountains Real Estate Corporation (MREC) Project Number: AUG0112

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A Mediterranean Cruise for the 2011 winners at Mountains Real Estate Corporation (MREC)
Group Members: Kirt Lee Baptiste - 20120410 Michael Gajadhar 20080377 Marshadale Hackshaw - 200102295 Keniel Hosang - 20120419 Sonia A. Walker - 20080361

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Table of Contents
Glossary . 4 Project Charter5 Project Scope Statement.. 7 1. Executive Summary 2. Business Objectives 2.1 Project Description 2.2 Business Objectives 3. Project Description 3.1 Project Scope 3.2 External Dependencies 3.3 Assumptions / Constraints 4. Exclusions from the Scope 5. Project Milestones 6. Project Approach

Project Risk Identification .12 7. Authorizations...14 8. Project Scope Statement approval (Signatures).14 9. Work Breakdown Structure15 10. Budget Information16

Appendices18 1.3 Network Diagram 1.5 - WBS

References.19

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Glossary
MREC Mountains Real Estate Corporation OTC Over the Counter PM Project Manager SME Subject Matter Expert WBS Work Breakdown Structure

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Project Charter August 01, 2012 Project Title: A Mediterranean Cruise for the 2011 winners at Mountains Real Estate Corporation (MREC) Project Number: AUG0112 Project Start Date: August 01 2012 Project Finish Date: November 30 2012 Budget Information: The firm has allocated $3,000,000 for this project. This cost will cover the Cruise, air fare and hotel accommodation as well as prizes. The recipients are twenty five (25) top performers as well as five (5), Executives of MREC. Project Manager: Marshadale Hackshaw 1-868-776-5559 mdaleha@yahoo.com

Project Objectives: To provide a comfortable and luxurious floating hotel heading for an unforgettable journey never quite possible by land. While enjoying the splendour of Europe abroad a ship in the Mediterranean. This Cruise would serve as a motivational tool for the excellent team work and dedication of these outstanding employees. Coupled with the reinforcing of the organizations Vision and Mission throughout the new financial year. Project Approach : Objectives: Ensure that the work is divided according to the strengths of the project team members. Planning of itinerary, completed by August 30th ,2012 Communication and feedback of the Cruise completed by September 12th, 2012 Fun filled experience to sustain the companys morale

Time Management: We have to decide on the length of the cruise, as well as the destinations in Europe

Outsourcing : Cost: Booking early - Although there is a budget, many Cruise Lines offer discounts when bookings are received several months in advance. The selection of the Cruise Line must appeal to our budget and lifestyle. Visa requirement for the countries we choose to visit? The cost of the Airfare and overnight Hotel stay? The coordination of the other employees outside of Trinidad and Tobago Engage the assistance of a Travel Agent who specializes in Cruises. Engage the assistance of an Immigration Officer Engage the assistance of the staff of the Seabourn Pride (Cruise Ship) Engage the assistance of an Insurance Agent

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Amenities:

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Cabin selections What essential amenities will be chosen for onboard activities? What shore excursions will be reserved? Safety of staff. Research and plan events and trips at places of interest at ports of call. (Portugal, Spain and Italy) Outline all necessities for travellers.

Assumptions: Weather conditions will remain constant All connecting flights will be met Staff will enjoy good health for the length of the Cruise The ship will not sink or have any health outbreaks on board. Challenges with immigrant will be kept at a minimum

Roles and Responsibilities: Name & Signature Kirt Lee Baptiste Michael Gajadhar Role Core Team Member Sponsor Responsibility To provide feedback among all stakeholders. To provide the necessary financial resources to the project whether in cash or in kind Applies Knowledge and skills to project activities. To provide feedback from staff and executives To ensure that deadlines are met and resources are available Contact Information kleebaptiste@gmail.com ganja_23@live.com

Marshadale Hackshaw Keniel Hosang Sonia A. Walker

Project Manager Core Team Member Operations Manager

mdaleha@yahoo.com kenh92@yahoo.com Soniawalker1@gmail.com

Comments: This project has to be successfully planned and executed in sixteen (16) weeks. The Cruise is carded to take place from November 16th to November 30th 2012

Table 1.1

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Project Scope Statement

Project Name: A Mediterranean Cruise for the 2011 winners at Mountains Real Estate Corporation (MREC) Project Manager: Marshadale Hackshaw

1. Executive Summary
The Strategic Purpose of this Mediterranean Cruise serves to reap tangible rewards for MREC in the short and long terms. Mountains Real Estate Corporation has experienced several changes over the past eighteen (18) months. Notwithstanding these changes, measures were implemented to ensure that the firms efficiency ratios surpass the last years profit margin by at least upwards of forty percent. The organization thought it necessary during the formulation of its strategic objectives for the financial year 2013, to reward the diligent output and sacrifice of the change champions, who through spirited team work and dedication managed to exude the mission and vision of the organization, which is To be the only choice for our customers in the Real Estate Industry. By celebrating the achviements of these outstanding employees, the organization has signalled to all other staff that excellence is attainable by all. Once the employees have a clear understanding, of the organizations goals, it will auger well for them and to the continued success of MREC. By empowering all employees with the resources to take this organization to greater levels of success, we are confident that with the aligned values between employee and organization, the new financial year will reap both Financial and Social Profits. The Project charter gives a summary description of the project concept and should be used as reference.( Project Charter pgs.5-6)

2. Business Objectives
2.1 PRODUCT DESCRIPTION The main deliverable of this project is to reward the winners of a sales incentive drive at MREC. This Project is expected to re-orient the values and culture of MREC, communicating a clear message throughout the organization that hard work and commitment is encouraged and supported and rewarded.

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2.2 BUSINESS OBJECTIVES

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To provide a fun-filled experience to enhance company morale and build team spirit. To reinforce that our employees are our greatest asset To strengthen the culture of hard work, dedication and team spirit within the organization. To motivate all employees to meet and exceed financial targets for the year 2013 and beyond To create the strongest, positive social buzz, which is that of informal word of mouth, both internally and externally to all stakeholders about the Values, Culture, Mission and Vision of MREC

3. Project Description
3.1 PROJECT SCOPE To have a well planned Itinerary completed by August 30th 2012 To have Visas and all Travel documents of travellers completed by September 10th 2012 To have Communication and feedback on the Cruise completed by September 12th 2012 To depart from Trinidad on November 15th To return to Trinidad on December 1st To provide the safety and comfort of a luxury floating hotel heading for a journey never quite possible by land, while enjoying the splendour of Europe abroad a ship in the Mediterranean

3.2 EXTERNAL DEPENDENCIES : Outside of the project team, we will depend on the services of our Travel Agent, who would bring their expertise to the successful planning of this Mediterranean Cruise. The courteous staff of the Seabourn Pride will also contribute to the safety, security and service that would be required on the Cruise. An Immigration Officer would be contracted to advice on the requirements and processes required to attain legal and travel documents such as Visas, Identification as well as medical requirements to travel. An Insurance Agent would also be contracted to advise and ensure that all Insurance requirements are met to ensure a successful Cruise.

3.3 ASSUMPTIONS/CONSTRAINTS INCLUDE , BUT ARE NOT LIMITED TO: We assume that all recipients will be legally available to participate/ travel We assume that all recipients will attend Page 8

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We assume that all recipients will be awarded visas and other travel documents from the relevant embassies. We assume that all employees are healthy enough to participate in the activities planned. We assume that the weather will be perfect for the activities planned both onboard and on shore. We assume that there would be no Political / Social unrest within the destinations. We assume that all recipients would ensure that they have their required first aid essentials (OTC, Prescription medication)

4. Exclusions from the Scope:

The following activities are explicitly excluded from the scope. The project does not accommodate for the employees spouses or children or pets. Entertainment allowance for employees is excluded from the project. The project does not include any security personnel accompanying the group of employees. The project does not include any medical personnel accompanying the group of employees.

5. Project Milestones
KEY PROJECT MILESTONES RELATIVE TO PROJECT START ARE AS FOLLOWS: PROJECT MILESTONE Project Start Communication of cruise and R.S.V.P Engage Travel Agent Select Cruise line and time of year Select Cabins Plan Itinerary Organize Visas and Travel Documents Booking Communicate Necessities for Employees Depart from Trinidad Arrive in Portugal Depart from Portugal Arrive in Spain Depart from Spain Arrive in Italy Depart from Italy Return to Trinidad (Project End) Return to Work Table 1.2 Mountains Real Estate Corporation (MREC) Project Number: AUG0112 Page 9 TARGET DATE 01.08.12 03.08.12 06.08.12 08.08.12 10.08.12 30.08.12 10.09.12 14.09.12 12.09.12 15.11.12 16.11.12 20.11.12 21.11.12 25.11.12 26.11.12 30.11.12 01.12.12 03.12.12

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5.1. Network Diagram

(Please refer to appendix 1.3 for larger image)

Table 1.3

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6. Project Approach
The project will have formal written plans A project Schedule A Budget ($ 3,000,000.00) Project issues will be dealt with by September 29th 2012 Change Requests will be dealt with by a change request form being formally proposed and carefully sort through to assess the impact the change will have on the budget, the deadlines, the scope as well as the risks.

Project team meetings will take place one day of every week. -Planned status reports: - Itinerary planning should be completed by August 30th 2012 - Communication and feedback should be completed by September 12th 2012

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Project Risk Identification

Project Name: A Mediterranean Cruise for the 2011 Winners at Mountain Real Estate Corporation Project Manager: Marshadale Hackshaw Codes: 1 = Low, 5 = High

Risk Description

Impact

Probability Ranking Risk Strategy

Risk Contingency

Responsibility

Financial (Cost Overrun) Currency fluctuations Increase in Airfare Increase in Hotel Accommodations Increase in Medical Insurance Increase in visas 4 4 3 4 3 2 16 12 6 Accept Accept Monitor via Central Bank website Compare prices from different airlines Michael Michael Marshadale

2 3

2 1

4 3

Research Compare overnight rates at different hotels Mitigate Negotiate for medical insurance as a group Accept Monitor the economy at each country we intend to visit Research Compare different cruise packages and look at value for money Research Compare different excursion and look at value for money Research Verify Cruise line early Research Book hotels from early Mitigate Book early

Marshadale Michael

Increase in OnBoard Activities

Marshadale

Increase in OffShore Activities

Marshadale

Schedule (Delay in application deployment) Late booking of cruise line and cabins Late booking of hotel accommodations Late booking air fare Late booking of on-board and offshore activities 3 2 6 Sonia

Sonia

4 1

2 1

8 1

Michael Marshadale

Research Conduct research on all activities early

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Scope (An expanding requirements list) Inefficient Travel Agent 5 3 15 Avoid

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Inefficient Coordinator

10

Avoid

Conduct thorough research before hiring and monitor closely Conduct thorough research before hiring and monitor closely Buy Travel Insurance Buy Travel Insurance Monitor Local Law changes Monitor Local Law changes Monitor Local Law changes

Keniel

Kirt

Acts of God Hurricane Tsunami Access to Visas Access to Medical Access to Travel Insurance Political Acts of Terrorism 3 1 3 Transfer Buy Travel Insurance Kirt 5 5 5 3 2 3 1 3 1 1 15 5 15 3 2 Transfer Transfer Accept Accept Accept Keniel Keniel Sonia Sonia Sonia

Legal Requirements

Table 1.4

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7. Authorizations:
1. The Scope Statement, Project Schedule, Resource Plan and Project Budget are approved by the: Project Sponsor: Project Manager:

2. Project performance baseline changes will be approved by the: Project Sponsor: Project Manager:

3. Project deliverables will be approved/accepted by the: Project Sponsor: Key Stakeholders:

8. Project Scope statement approval / Signatures

Project Name: Mediterranean Cruise for MREC winners of a sales incentive drive Project Manager: Marshadale Hackshaw I have reviewed the information contained in this Project Scope Statement and agree: NAME Kirt Lee Baptiste Michael Gajadhar Marshadale Hackshaw Keniel Hosang Sonia A. Walker SIGNATURE ROLE Core Team Member Sponsor Project Manager Core Team Member Operations Manager DATE 06.08.12 06.08.12 06.08.12 06.08.12 06.08.12

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9. Work Breakdown Structure

(Please refer to appendix 1.5 for larger image)

Table 1.5

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10. Budget Information

The firm has allocated $3,000,000 for this project. This cost will cover the cruise, air fare, hotel accommodation as well as prizes for employees. The following is an estimate and summary of the costs associated with:-

Project Name Project Manager Project Number Phase

Mediterranean Cruise for Mountains Real Estate Co. Ltd Marshadale Hackshaw AUG0112 Cost

Flights to/and from London connecting to/and from Portugal for 25 employees @ $15,000.43 per person Flights to/and from London connecting to/and from Portugal for 5 Executives @ $25,045.40 per person Hotel Stay: Thirteen Double Rooms with Pool View and breakfast before Cruise for 25 persons @ $777.19 Hotel Stay: Five Superior Single Occupancy Rooms with Sea View and breakfast before Cruise for 5 persons @ $919.19 Hotel Stay: Thirteen Double Rooms with Pool View and breakfast after Cruise for 25 persons @ $777.19 Hotel Stay: Five Superior Single occupancy rooms with Sea View and breakfast after Cruise for 5 Executives @ $919.19 Twenty five Ocean-view Cabins for 25 persons @ $19,257 each Five Balcony Cabins for Executives @ $25,571 Visas Travel Documents Offshore Activities

$375,010.75

$125,227.00

$19,429.75

$4,595.95

$19,429.75

$4,595.95 $481,425.00 $127,855.00 $50,000.00 $40,000.00 $80,000.00

Gifts for 25 persons Tokens Mountains Real Estate Corporation (MREC) Project Number: AUG0112

$112,500.00 $50,000.00 Page 16

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Medical Insurance Travel Agent Commission Cruise Travel Insurance Cost of Vaccinations Rental of Stateroom Salary of Four SMEs Cruise Package 14 days (Entertainment, Tour Guide, Food) Total

$60,000.00 $25,000.00 $27,000.00 $45,000.00 $60,000.00 $85,000.00 $300,000.00 $2,092,069.15

Table 1.6

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Appendices
1.1 - Project Charter 1.2 - Project Milestone 1.3 - Network diagram 1.4 - Project Risk Identification 1.5 - WBS 1.6 - Budget

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References
Books: Haniff, Amos: Herriot Watt Management Programme, Herriot Watt University, Project Management Version 2010.1 Kloppenborg, Timothy J.: Project Management, A Contemporary approach, International Student Edition (2009) South Western Cengage Learning Shwalbe, Kathy Ph.D, PMP: Introduction to Project Management, 2e, Course Technology, Cenage Learning

Websites: The Mediterranean Cruise Guide: http://www.mediterraneancruiseguide.com

Writing help tools centre: http://www.writinghelptools.com/proposal-sample.html

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