A PROJECT MANAGEMENT

FOR DEBUT PARTY

Submitted to
The University of the Cordilleras
College of Business Administration
In Partial Fulfillment of the Requirements
Of the Course Math 18,
Quantitative Techniques in Business
[TThS 1:10-2:35]
Submitted by:
Alawas, Randy
Candelario, Joana Marie
Carrillo, Lovel Cindy
Linggoden, Diseree
Ngayodan, Eiza
Tuguinay, Simon
Submitted to:
Ms. Renee Rose Flores
December 13, 2011
2nd Trimester S.Y 2011-2012s
TABLE OF CONTENTS

i.

Title page ..................

ii.

Table of Contents ii

I.

Background of the group..........

II.

Project Description.

III.

A. Background of the Project

B. Project Description

C. Project Objectives..

Stakeholders.

A. Stakeholders Roles (Table 1.0)

B. Stakeholders Analysis as to the project impact (Table2.0)..

IV.

Outline of Activities

V.

Project Management Tool

11

A. Introduction to Fishbone

11

Fishbone Diagram..

12

Narrative Discussion..

13

B. Introduction to Gantt chart.

14

Gantt chart Diagram...

15

Narrative Discussion

17

C. Introduction to Critical Path Method.

19

Critical Path Method Diagram

20

Narrative Discussion

22

VI.

Risk Management Plan.

24

VII.

Risk Monitoring..

27

VIII.

Risk Evaluation..

28

I.

Background of the Group

Wishes Corporation
The Wishes Corporation was founded on a simple charter, to help people celebrate. This

is composed of group of professional and expert in event planning with the ultimate goal of
exceeding all client expectations.
Through experience, our knowledge had a continuous development in terms of event
planning, buying power and negotiating skills. We can manage to negotiate to our client no
matter the size or the location of the event and no matter motif it likes, for we had developed
strong partnership with other companies like hotels, decorator, transportation and other industry
suppliers.
This activity is intended for the debutant and parents who prefer to put the entire
planning and coordination of her debut in the hands of a professional, Wishes Corporation car
oversee every detail of the process from the start to finish.

Wishes Corporation
Event: Debut Party
Background:
Across centuries and throughout cultures, debut parties have celebrated a young ladys
entry into society from a girl into a woman
The Philippine Debut is actually a tradition that spans back from the Spanish era. It is
reminiscent of the Quinceanera celebration of the Spaniards, which a young lady celebrates at
the age of fifteen. The age is which this event is celebrated is the only known difference
between the Spanish and the Filipino tradition.

In the party, the guests are welcomed by the debutant and a grand music starts while the
members of the cotillion give a dance. The emcee of the program comes in to give a powerful
introduction which he will give the meaning of the debut, and talk about the life of the debutante.
A dramatic entrance can be done with props, music, as well as with the members of the cotillion
ushering her special place. A pair of high heels is brought in the debutantes father replaces her
flat shoes into heels, and he will walk her around then back to her seat. Then the lighting of the
18 candles comes next. Those who light the 18 candles of the birthday cake will express a wish
for the birthday girl. After lighting the 18 candles, the debutante approaches the birthday cake.
The singing of the birthday song follows, and the before the debutante blows off the 18 lighted
candles she makes a wish, which can do publicly or secretly. After the wish, she blows all the
lighted 18 candles followed by the release of the 18 balloons. Dancing follows, the debutantes
father dances with her first, and gives her the first rose. If she has a brother or brothers, they
dance with her next, then other close male relatives, and eligible gentlemen who will give her
each a rose. Then 18 guests are requested to do the 18 treasures. All of them are assigned for
the 18 treasures and will take the microphone for them to give the reason for the choice of the
gift. The cotillion follows. If the debutante wants to sing, she can do so after the cotillion. The
party ends with an informal dance for the teenage guest to enjoy their part and so with the
essence of the party.
Description:
A celebration that marks the coming of age of a woman, when she turns 18 years old,
she gets recognized and welcomed by the society.
Objectives:
To make an elegant and sophisticated theme with a touch of class and artistry debut

party.
To make a one-of-a-kind night to remember.

II. Stakeholders Project Roles

Stakeholders
(Stakeholder Project Role and Stakeholder Analysis)
Stakeholders are anyone who has an interest in the project. They are individual and
organizations that are actively involved in the project, or whose interest may be affected as a
result of project execution or project completion. They may also exert influence over the
projects objectives and outcomes. The project management team must identify the
stakeholders, determine their requirements and expectations, and, to the extent possible,
manage their influence in relation to the requirements to ensure a successful project.
TYPES OF STAKEHOLDERS
Primary Stakeholders
Secondary Stakeholders
Internal Stakeholders
External Stakeholders

A. Stakeholders Roles
Primary Stakeholders Project Roles
Primary stakeholders are the people who are directly affected by the outcome of the
project and they can directly affect the project. They also have high power and high interest in
the project.
Below is a table of the Wishes Corporation Primary Stakeholders and their project roles.

=**Stakeholders Project Roles**=

Stakeholders

Project Roles

Table 1.0

A. Primary Stakeholder
1. Debutante

-* Dispenses information and decides the

details of the event.

2. Parents and the Debutante

-* Shoulder the expenses.

3. 18 Candles

-* Ladies who will light the candles and

expresses a wish for the debutante.
-*They are also part of the cotillion.

4. 18 Roses

-* Gentle men who will present a single rose

and dance with the debutant.
-*They can also be part of the cotillion.

5. 18 Treasures

-* They give a gift and a short speech for

reason behind it.

6. Wishes Corporation

-* Event overall coordinators and organizers.

Project managers have to constantly update the primary stakeholders about the project
and always keep them in the loop so that they can immediately intervene if something happens
Secondary Stakeholders Project Roles
Secondary stakeholders are individual or groups not directly affected by the outcome of
the project, but still having an interest in it. They often provide aid to the primary stakeholders
and the completion of the project.
=**Stakeholders Project Roles**=
Table 2.0
Stakeholder
B. Secondary
1. Mom and Pop Flower Shop

Project Roles
-*They will supply the flower and at the same

2. Cindys Boutique
3. Pat and Rick personalized items

time, arrange it.

-*Suits and Gowns
-*They will make the invitation cards and token

4. Sweet Mannas Bakeshop

5. Baguio Country Club
6. Make-up artist

and will supply the ribbons and balloons.

-*Bake the cake and cupcakes for the party
-*Venue and catering services
-*In charge for the hair and make-up of the

debutant and other guests.

-*They will take extra ordinary pictures and

7. Photographer

videos

B. Stakeholder Analysis
Stakeholder analysis is the process of identifying the individuals or groups that are
likely to affect or be affected by a proposed action, and sorting them according to their impact
on the action and the impact the action will have on them. This information is used to assess
how the interest of those stakeholders should be addressed in a project plan, policy, program
and other action.
=**Stakeholders Analysis as to the Project Impact**=
Table 2.0
Stakeholders
Primary
Debutant

Parents of the Debutant

Description

Affected before the

project

Affected after the

project

-*Birthday
Celebrant

-* In-charge of
checking all around
activities like suits &
gowns, invitations,
practice, etc.

-* Experience

-*Father & Mother

of the Debutant

-* They will release

the budget

-* Post- event
expenses

-*enjoyment

-*relieved
18 Candles

-* Ladies who light

the candles for the
18 Candles of the
cake

-* Practice for the

cotillion

-* Gain experience
and expresses their
best wishes

18 Roses

-* Gentlemen who
dance & give
roses to the
debutant

-* Practice for the

cotillion

-* Gain experience to
have a dance with
the debutant

18 Treasures

-* Guest who will

give their gifts
personally to the
debutant

-* assume the best

give and wish for the
debutant

-* gain experience
and share happiness
with the once in a
lifetime party/ event
of their friend

Wishes Corporation

-*Coordinates and
organizes the
event

-* List the expenses

-* Will gain profit and

give satisfaction to
the customer

-*troubleshoot all
problem
-*manage overall
activity

Secondary

Description

Affected before
the project

Affected after the

project

Mom and Pop Flower Shop

-*Flower Supplier

-* Deliver the
flowers on time at
the right place

-* Will Gain profit

Cindys Boutique

-* Taylors the
gowns and suits

-* Measure the
Vital Stat. of the
Debutant and
others

-*Will Gain profit

Pat & I Personalized Items

-*Personalize
Crafts

-* Gather
information to be
place at the
invitation &
Tokens

-*Will Gain profit

Sweet Mannas Bakeshop

-*Bakes the
Cakes and
Pastries

-* get Information
about the size,
flower, design &
motif

-*Will Gain profit

Baguio Country Club

-* Venue and
Catering Services

-* Ask for the

motif, budget, no.

-*Will Gain profit

of visitors

III . Outline of Activity

The Wishes Corporation project team had list all activities to be done accordingly.
This will help us prepare to the three diagrams for the project management tool and also, this
can serves as the checklist for the flow of activity.

1. Meet the debutante's parents & debutant

-event conceptualization
2. First formal meeting of the wishes corp. for the delegation of task
3. Coordinate with the venue
Canvass for the designs of invitation cards, tokens, suits, gowns & cake
4. Present all sample to the debutant
Assist the debutant for the invitation wordings
Verify number of guests
5. Coordinate with supplies
6. Finalize all details
7. Second meeting of wishes corp.
Create a floor plan
8. Submission of the floor plan
9. Pick-up invitation cards
10. Follow-up all activities

11. Practice for cotillion

12. Pick-up gowns, suits & tokens
13. General practice for the cotillion

Activity

DATE

1. Meet the debutante's parents & debutant

Nov. 11

-event conceptualization
2. First formal meeting of the wishes corp. for the delegation of task

Nov. 12

3. Coordinate with the venue

Nov. 13-15

Canvass for the designs of invitation cards, tokens, suits, gowns & cake
4. Present all sample to the debutant

Nov. 16

Assist the debutant for the invitation wordings

Verify number of guests
5. Coordinate with supplies

Nov. 18

6. Finalize all details

Nov. 19

7. Second meeting of wishes corp.

Nov. 20

Create a floor plan

8. Submission of the floor plan

Nov. 25

9. Pick-up invitation cards

Nov. 26

10. Follow-up all activities

Nov. 27

11. Practice for cotillion

Dec. 1

12. Pick-up gowns, suits & tokens

Dec. 3

13. General practice for the cotillion

Dec. 13

General meeting for the wishes corp.

Purchase of balloons & ribbons
14. Pick-up flowers & cakes

Dec. 18
AM

Supervision of the venue

PM

Execution of directing of participants

PM
START

6:00

Table 3.0
IV.
Project Management Tools
A. Fishbone Diagrams
Fishbone diagram is a tool used to facilitate root cause analysis for a defined problem.
The diagram provides a structured way to record potential root causes during brainstorming,
encouraging teams to think about a problem systematically and dig deeper to discover less
obvious causes.
Prepare the basic fishbone framework by enlisting the problem to be addressed and
label each of the diagrams. The major effect of the problem will be on the right side or at the fish
head and all possible causes will be on the left side occupying the body of the fish.
Wishes Corporation had foresee different possible problems to be encounter during the
or before the said event. A diagram on the next page will show the result of the brainstorming.

10

=**Fish Bone**=

Catering
Services

People

Technical
Problem

Unsatisfied guest
Late VIPs

Power
Interruption

Preparing for the

debutant and other
guest
Malfunctioning of the
Sound System

Late food arrival

miscommunication

Lack of manpower

Time
Delay
Unsettled
decoration

No procedure given

Misused materials

Delivered wrong
supply
11

Sudden
Changes

Space Problem

Venue
Methods

12

Narrative Discussion of Fishbone

The company does not have the ability to tell what problems are to take place in a
specific time, it just happens in an unexpected moment. The reason for the brainstorming is to
determine the main effect and the different causes behind it for the project team to troubleshoot
in advance the occurrences of the said problem.
Wishes Corporation project team had spotted that the time delay would be the main
problem. The project team is divided into the different work area to minimize time and effort. In
this case, the project team might encounter miscommunication among themselves if they did
not report or give feedback on their work. Miscommunication among secondary stakeholders
might also arise if there was no continues monitoring and follow-up for the task assign. Method
is also part of the cause for if the stakeholder delivered the wrong supply or and lack of quantity
of supply, then the waiting time will cause a interruption to the flow of the project. Materials must
contain instructions but if it is not present, them the people in charge must research on how to
operate it. This may also lead to misuse materials due to the absence of information. Misuse
raw material can cause repurchase if there is a big damage and no remedy to do.
In preparing the venue, sudden changes for the decoration might not have enough time
and will result to unsettled decoration or still resolving the problem a minute before the start of
the program. The space of the venue might not be enough to accommodate the space for the
cotillion. Technical problem involves a high risk for their can be a power interruption during the
event and the malfunctioning of the sound system will cause another waiting time. For the
catering services, the food might not satisfy the customer due to the limited amount of food
served or due to the underestimation of guests or sudden increased number of guest.

Project Management Tool

13

B. Gantt Chart Diagram

A Gantt chart is a horizontal bar chart developed as a production control tool in 1917 by
Henry L. Gantt, an American engineer and social scientist. It is frequently used in project
management for Gantt chart provides a graphical illustration of a schedule that helps to plan,
coordinate, and track specific tasks in a project.
A Gantt chart give a clear illustration of project status in a graphical form. It tells the
duration of tasks against the progression of time. It illustrates the start and finish dates each
activity and a useful tool for planning and scheduling project.
The group had to perform 20 activities on different time. To make it easier for us to
monitor, we had put it into Gantt chart.

Project Management Tool

C. Gantt Chart Diagram
A Gantt chart is a horizontal bar chart developed as a production control tool in 1917 by
Henry L. Gantt, an American engineer and social scientist. It is frequently used in project
management for Gantt chart provides a graphical illustration of a schedule that helps to plan,
coordinate, and track specific tasks in a project.
A Gantt chart give a clear illustration of project status in a graphical form. It tells the
duration of tasks against the progression of time. It illustrates the start and finish dates each
activity and a useful tool for planning and scheduling project.
The group had to perform 20 activities on different time. To make it easier for us to
monitor, we had put it into Gantt chart.

14

Gantt chart of Wishes Corporation

ACTIVITY

DATE
NOVEMBER

11

12

13

14

DECEMBER

15

16

1. Meet the debutantes parents

and the debutant for the event
conceptualization.
2. First formal meeting of the
wishes corporation for the
delegation of task.
3. Coordinate with the venue.
4. Canvass for the design of the
invitation cards, tokens, suit and
gowns, cakes.
5. Present all samples to the
debutant for her approval.
6. Assist the debutant for the
invitation wordings.
7. Verify the numbers of the
guest.
8. Coordinate with suppliers.
9. Finalize all details.
10. Second meeting of the wishes
corporation.

15

18

19

20

25

26

27

13

18

ACTIVITY

DATE
NOVEMBER
11

12

13

14

15

16

11. Create a floor plan.

13. Submission of the floor plan.
14. Pick-up invitation cards.
15. Follow-up all activities.
16. Practice for the cotillion.
17. Pick-up gowns, suits and
tokens.
20. General Practice for The
cotillion.
21. General meeting of the wishes
corporation.
22. Purchase of the balloons and
ribbons.
23. Pick-up flowers and cakes.
24. Supervision of the venue.
25. Execution of directing of
participants.

16

18

19

DECEMBER
20

25

26

27

13

18

Narrative Discussion of Gantt Chart

The Wishes Corporation is given 38 days of preparation for the big event. Our Gantt
chart will be our guide to monitor a project progress.
It is a practice for the company to first meet the customer and for this event, we plan to
have the first meeting with debutant and debutants parents on November 11, 2011 to discuss
all matters regarding the event. This includes a short orientation about the company policies and
guidelines and then the event conceptualization. Needed in information must be provided and
questioners must be fill up with accurate and correct information. Contract signing will be the
last part of the agenda.
The following day which is on November 12, will be the first meeting of the Wishes
Corporation project team to inform all members about the event and to delegate the task among
the members. The work to be done for the event will start on November 13 with the coordination
for the venue as the first thing to do in the checklist. At the same time, other project teams are
going to canvas for the designs of invitation cards, token, cakes, suits and gown. This activity
can take two days to accomplish. On the 16th of November will be the presentation to the
debutant all samples and wait for her signal for approval before going to the next activity. Some
information can still be ask during the meeting like the number of guest and food variety. The
project team can also assist the debutant in the invitation wording if necessary.
Upon the approval, we can now contact our suppliers to start the task assign to them.
There will be another meeting for the project team on November 20 for the feedback of all
activities and the finalization of some details. The second agenda for the meeting is to create a
floor plan. This is design to make the venue a right place for the event. At the same time, the
location of chairs, tables, food tables, gift table, cake table, stage and others are to be plan and
the team can create a blueprint to see which is the right place for the right thing. The team is
given a planning day for the blueprint and must be submitted and presented on November 25.
15

Suggestions and comments are welcome for the floor plan during the presentation. On the
following day, November 26, the invitation cards are now ready to be pick up and be delivered to
the debutant. Again, there will be a continuous follow-up for all the activities.
The first activity for December is the practice for the cotillion. At this time, all of them
must be aware for the event. The gowns and suit at Cindys Boutique are ready for pick up
together with the token at Pat & Rick personalized items. The Wishes Corporation are going to
conduct a general practice for the cotillion on December 13, a week before the event and also,
the general meeting for the project team.
On the day of the event itself, December 18, 2011, the project team will start to get all
materials needed at the different suppliers. In the morning of the said date, the flowers must be
ready for pick up together with the cakes and cupcakes. Others can also start the decoration for
the venue. In here, their must be a supervision of the project managers to check if all the
activities listed are executed correctly.
December 18, 2011 at 6pm, the debut party will start with a grand entrance of the
debutant.

16

D. Critical Path Analysis

Critical Path Analysis can be defined as the logical sequencing of a series of events
necessary for a successful research project in such a manner that the most efficient route to
some culmination point can be calculated. Consequently, the critical path technique has a
multitude of uses:
1. A thorough identification of all major activities requiring time and resources must be
made during the planning process.
2. Logical sequencing of these activities must be made.
3. The time required for each activity must be estimated or determined.
4. The overall research or planning project is scheduled according to the estimated times,
resulting in a determination of the most efficient plan for carrying out the various
activities.
5. Continuous evaluation of the planning and implementation progress according to a
predetermined schedule is required so necessary decision-making for maintaining a
schedule can be made.

The team had created the Critical Path Analysis for the activities. A chart that shows the
summary of activities from the start of the planning until the start of the program.

Critical Path Analysis

17

Meet the debutants parents & debutant

Event conceptualization

First formal meeting of the wishes corp. for the delegation of task

Canvass for the design of invitation cards,

tokens, suits, gowns & cakes

Coordinate w/ the manager of Baguio

Country Club

Present all sample to

the debutant

Assit the debutant for the

invitation wordings

Verify # of guests

Coordinate with supplies

Finalize details
Second meeting of wishes corp.

Create a floor plan

Pick-up invitations
Follow-up all activities
Practice for cotillion

Pick-up gowns & suits

General practice for the

cotillion

Pick- up tokens

General meeting for the

wishes corp.

Pick-up flowers & cakes

Purchase of balloons &

ribbons

Supervision of the venue

18

Execution & directing of participants

START

19

Narrative Discussion for CPM

For the debutant and parents who prefer to put the entire planning and coordination of
her debut in the hands of a professional, Wishes Corporation car oversee every detail of the
process from the start to finish.
The diagram shows the flow of the event. The first will be to meet the customer
personally if possible to discuss all activities for the event. Their will also be a short orientation
about the company rules and regulation and also, the company will provide a company
handbook which will serve as a guideline. The second agenda will be on event
conceptualization where all information such as motif, design, theme and others will be
presented to the company. The budget will also be discussed.
The following day will be the first formal meeting of the Wishes Corporation for the
delegation of tasks. The first task is to contact and coordinate for the manager of the Baguio
Country Club for the reservation of venue on Dec. 18 and also for the catering services. Some
stakeholders will go to the different supplies and canvas for the prices, design of invitation card,
tokens, suits, gowns and cakes. All samples collected will be presented to the debutant for
approval and list all the number of guest together with the suggestions and changes of the
debutant. For the invitation card, the Wishes Corporation, can assist with the words if requested.
After getting all information needed, we are now ready to coordinate with our suppliers Pat &
Rick for the invitation cards and tokens, Sweet Mamas for cakes, Mom & Pop for the flower and
Cindys boutique for the gowns and suit.
The second week for the Wishes Corporation will also be the second meeting to see
how far the project flow is. The member of the project plan should report how well the activities
are doing. In this time, all details must be finalized. The second agenda is to create a floor plan.
Assign a seating arrangement to the different guest and plan for the location of food and the
15

time it will be served, the table setting, gift table and cake table and also the lights and sound
system.
The invitation cards are ready for pick-up and deliver it to the debutante's residence. On
the next day, a follow-up of all activities in the checklist from the start to the present and to
contact supplies if there are changes made.
For the activity on December, the first day is set for the first practice for the cotillion. The
gowns, suits and tokens are finished and are ready for pick-up.
The general practice and meeting of the stakeholders would be a week before the start
of the event.
On the event itself, the project team members must come in the morning, the flowers
and cakes will be picked up and the afternoon activity will be a plain supervision of the venue
and execution and directing of participants.
The program will start at 6 oclock in the evening

16

VI. Risk Management Plan

Risk can be defined as the perceived extent of possible loss. Risk management is
concerned with identifying risks and drawing up plants to minimize their effect on a project. Risk
analysis and risk management can help in assessing the risk and decide what actions to take to
minimize disruptions to the planned activity. This is also a help to decide whether the strategies
to be use can control the risk and if it is cost effective.
The Wishes Corporation had listed some possible risk on a tabulated form together with
the summarized risk details and strategy to avoid the occurrence of the problem.
We had first identified the risks, a step called risk analysis and then brainstorming for the
risk details. The risk priority is has to do the impact if it is very high, high, moderate, and light.
The effect is also classified as to very serious, serious, tolerable and insignificant. After the three
column was filled up, we had to strategized to reduced of even eliminate the occurrences of the
problem.

17

VI. Risk Management Plan

Risk Type
1.Technology Risk
(Technical Problem)

Risk Details

Risk Priority

- Malfunction of the
sound system.

- High
-Tolerable-

Mitigation Strategy
- Double check ahead of time;
prepare for an extra speakers.

- Unexpected Power
Interruption.
2. Estimation Risk
( Catering Services
and Venue)
3.Requirements
Delay
( Company
Requirement Delay)

(Specification Delay)

4.People Risk
(Stake Holders)

- The number of guest

was not estimated.

-Moderate

- Late down payment

- Very high

- Late submission of
information for the
event.

-Serious-

- The changes on
details are impossible to
meet the deadline.

- high

- Unfinished business
of the members.

-High

-Tolerable-

-Serious-

-Tolerable-

-Check and verify the number of

guest to come.

- Set deadline and be open to

communications

Provide a companys handbook

were information such as rules
concerning changes are
indicated
-Request for additional
manpower.
- Meet w/ the members ahead
of time to trouble shoot the
problem.

5.Organizational risk
(organizational
Financial Problem)
(Expenses)
6.Time delay

- The budget was not

yet released.

- High
-Tolerable-

- Over spending to
unnecessary things.

-Very high
-Tolerable-

- Lack of the time

management due to
misinformation and
personal grievances
among the store holders

18

- High
- Serious-

- Comply w/ the deadlines of

company requirements
- minimize cost
- proper use of raw materials
-Implement time management
by allotting a time to every
activity.
- Double manpower if possible

Narrative Discussion of Risk Management

Wishes Corporation has to perform different activities in a perfectly matter but still,
circumstances are unpredictable. We had foresee some future problem to come on that will
hinder the success of our company and it is in the table before this page.
To discuss further this risk, we have our intense concentration to the risk that has the
highest effect. First will be the risk on passing the requirements, the company needs the
requirements ahead of time but if they did not comply with the agreement, then it will cause
damage and delay for the planning stage. Such requirements are the submission of information
for the event and down payment for the budget to be used. To minimize the existence of this
problem, the company has to remind the customer about the company rules and it is a good
idea to provide the customer a company handbook to be always guided. Always keep in touch
with the customer and develop trust and friendship to avoid miscommunication.
Time delay is also a risk that has a serious effect on the event. The different risk can
cause too much delay on the part of the preparation or even in the event itself. We have to put a
high priority in here because if there is a lot of delay in the different activities, this might lead to
company lost and customer dissatisfaction. To lessen this problem, the project manager is
assign to continuously monitor all activities and to implement time management. The Gantt
chart can be our guide here. If people are not enough to do the task then double manpower if
possible.
Organization risk composed of the organizational financial problem and expenses. If the
budget is not yet given, then the company cannot shoulder it so we are to wait for the budget
from our customer. Another is the expenses, on how the people use proper materials and
maximizing resources. If the people had an overspending to unnecessary thing or had a lot of
material not properly used, then it is another lost on the part of the company. This risk can be
tolerable unlike the first. The company needs to remind the customer about the paying time as
19

written in the handbook and inform the people about minimizing cost and proper use of raw
materials.
The stakeholders can also be a risk if they did not comply with the allotted deadlines.
They might encounter a lot of unfinished business. The company can troubleshoot the problem
but if not, request for additional manpower and ask the help of other professionals if needed,
Another is the estimation risk in terms of catering service and the venue. The company
might underestimate the number of visitor to come. The food might not be enough and the
space together with the tables and chairs might not accommodate the entire guest. The project
team had a lot of follows-ups to do before the event and a lot of verification so this can only
happen in a small percentage. The technology risk can also be one but it is tolerable. The power
interruption if there is will only interfere for a minute because the generators in the venue are
always ready. The malfunctioning of sound system like sound problem or the speaker broke, we
can barrow an extra at the venue itself but this can cause additional cost.

VII. Risk Monitoring and Evaluation

Monitoring is defined as a management function to guide in the intended direction and to
check performance against predetermined plans. It is also keeping track with all the
implemented activities.
The Wishes Corporation project team must comply with the code of ethics of the
company and the guidelines to avoid any unnecessary actions. The project manager is in
charge for the overall coordination.
The regular meeting of the company aims to monitor and evaluate all activities done and
to done on the following days. Every team is required to have a report on the different assign
task. The following are some of the reports needed in every meeting:
Formal reports each project team and stakeholder must provide a feed back on their
assign task.
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Report on Project status this can help understand the current status, performance,
schedule and cost of all the activities.
Project Schedule chart- (Gantt chart, CPM and risk analysis) indicates the time schedule
for the implementation of the project and to see any problems like delay and the cost of delay.
Informal Report this can be done anytime. It includes questions and complaints from
stakeholders.
Project financial status report it is through financial report one can look at the glance
whether the project is being implemented with the realistic budget and time.
Constant watching of the project manager not only saves time and wastage but it
ensures speed and accuracy for the project.
The company handbook will provide guidelines to keep on track all activities.
Evaluation consists of assessments whether or not certain activities are in conformity
with accepted professional standards.
Again, project managers are responsible for overseeing employees so that all activities
are done correctly. Performance evaluation consists of objective component, whether the
manager and the team had completed the project successfully on time and with in allotted
budget. Evaluation checklists are provided to every project team.

Time: Did the project come in schedule?

Cost: Did the project come in accordance to budget?
Suppliers: Did the suppliers provide the expected quantity of ordered product?
Learning: Did the project team find out another experience for a better future

performance?
Value: Did the project have to do with the organizations improvement of efficiency and
effectiveness?
The questions will serve as a guide to see if the project team had performed all activities
well as expected.

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Wishes Corporation will also provide questioners to the customer to measure the level of
satisfaction.
Feedback from customer:
Do the expectations of the customers were achieve?

(Yes __ No __)

Are you going to refer our company to other customer? (yes __ no __)
Rate the overall project (10 being the highest and 1 being the lowest)
Areas of Improvement
Suggestions
The feedback from stakeholders will enable the company to see if the objectives and goal
are accomplished and well done. It will also indicate the performance of each project team and
the areas of improvement as requested by the customer.

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