NOELIA-CASE STUDY PART 4: WORK BREAKDOWN STRUCTURE

1. Choose a structure and organize your WBS.

Christmas
solidarity dinner

Project
Location Menu Staff Transport Guests Entertainment Finanials Marketing
management

Before selection
Business plan Permission Menu design Recruitment Sponsorship Insurance Partner Selection Program design Budget (awareness
process)

Furniture and Food gathering During planning

Volunteers Insurance Invitation Sponsorship Donations
decoration (supermarkets) process

Home appliances
Cleaning service (soup kitchen Seat assignment During the event
sponsorship)

Security Head chef Special needs Afterwards

Insurance Presents

Date

2. Define the first tier of your WBS!

We have chosen the object orientation. By using this approach, we will consider our
organization's core competencies and classify them into objects and sub-objects in order to
define our Work Breakdown Structure.

The main objects in our project are set in the first tier of our WBS.

- Project management: the definition of the project is the first step. We will plan and
consider all the interrelated tasks that have to been executed as well as the time period,
team, costs and limitations. All this information will be organized in a Business plan.

- Location: the location of the event is relevant in our charity dinner. The main task to
consider is the collection of the permission by the town hall. It may be a complex task,
but the social aim of our project would facilitate this process.

- Menu: this task involved not only the food and beverages of our clients but also the
organization of the voluntary people that will prepare the food, our food suppliers
(voluntary supermarkets) as well as the installations in which the food will be cooked
(soup kitchen sponsorship).

- Staff: comprise all the people involved in the project. The majority of the people will be
voluntaries. Our event will be in Christmas time when people are willing to be part of
this social events. Chefs, waiters, singers and the cleaning service are going to be people
whose profession is related with these activities and want to contribute in this special
 event. Moreover, we will try to establish sponsorships with both the transportation
company and the installation of the equipment in order to save costs. It will be a win-
win situation as we will promote their brands.

- Transport: we will make a partnership with a transport company. As the y already

provide this service, the task of designing the route, insurance and special needs will be
externalized.

- Guests: the guests will be selected after a marketing campaign in order to make them
aware of our event. We assume they will be the people that already come to the soup
kitchen, so the information in order to make the selection will be provided by these soup
kitchens.

- Entertainment: after the dinner, we are going to make a concert so we need volunteers
that participate in this event. We assume they will be local bands. All the installation
process and instruments will be provided by an external firm (through a sponsorship).

- Financials: our team will be in charge of the financial budget. As we are already an event
company we have experienced when calculating all the costs of the event. Moreover, at
the time that we start with the initial marketing campaign, we will provide a file in our
webpage where people can make donation until the day of the event.

- Marketing: our event can’t work if people is not aware of it. The marketing tasks will be
divided considering the steps of our project.

3. List all work packages by name for at least 2 summary tasks.

LOCATION:

• Permission

• Furniture and decoration

• Cleaning service

• Security

• Insurance

• Date
GUESTS:

• Selection

• Invitation

• Seat assignment

• Special needs

• Presents

4. Describe at least 5 work packages thoroughly.

Name of Workpackage Food gathering (supermarkets)

Description In order to collect all the ingredients, we will collaborate with the
supermarkets that want to participate in the event, for example
Consum. We will transmit them all the ingredients needed the
catering company had designed the menu. The supermarket will
provide to its clients the option to contribute by making donations.
These donations added to the food supplied by the supermarket
would be enough in order to cover the demand of food. In the case
we consider there is not enough food or there are ingredients
missing, we will buy them using the financial donations.

Goal To stablish a sponsorship with the supermarket in order to gather

the ingredients

Involved Parties Supermarkets (CONSUM)

Identified Risks The problem arises, when the supermarket doesn’t accept to make
the sponsorship.

Start Date 20th Agust Costs 0 (Sponsorship)

Duration 1 Month Hours Needed

End Date 17th Semptember Responsible Noelia

Name of Marketing before selection

Workpackage

Description Before we make the selection process we have to inform the people
about the event. In order to increase the awareness of the guests
we will hang posters in the main soup kitchen of Valencia.
Moreover, we need to attract volunteer people to participate in our
event. To avoid problems, we will require people that already had
experience in doing the particular tasks. They will have a specific
 time to be registered and then we will select the staff we think that
fits better with the required task.

Goal To increase the awareness about the event.

Involved Parties Our webpage as an event company, the soup kitchen

Identified Risks The main risk is if we don’t recruit enough volunteers; in this case
we had to pay them. Another risk can be that the guests are not
aware about the event.

Start Date 7th May Costs *

Duration 1 Month Hours Needed

End Date 4th Juny Responsible Javier and Luisa

*solo he encontrado esta info: http://marketingyconsumo.com/cuanto-cuesta-una-campana-

en-medios-sociales.html

Name of Permission of the location: Ciudad de las Artes y las Ciencias de

Workpackage Valencia

Description We want to do a special event so we have chosen the most

important building in Valencia to make our charity dinner. It’s a
public building so we need the permission of the town hall. This is a
complex process because of bureaucracy but the aim of the event
can make it easier.

Goal To get the permission of the building

Involved Parties Ciudad de las artes y las ciencias de Valencia

Identified Risks It’s a very important place in Valencia so there could be more firms
interested in this place for this special date. If we had problems with
this issue, we will choose another establishment in order to make
the event.

Start Date 7th May Costs

Duration 6 months Hours Needed

End Date Responsible Noelia

Name of Guests selection (Data base)

Workpackage

Description Once all the people willing to assist to the dinner have been
registered, we had to make a selection. We have thought about
providing food to 800 people. Considering the large number of
 people that usually come to the soup kitchen to eat, we assume that
we will have to make a selection. This will consist in draw in which
the person selected can invite the closest members to the dinner.
We will continue to select people until we reach the maximum.
Once we had the chosen people, we will check all the data and we
will send to the guests the invitation. They will have a period of time
(1 Month) in which they have to accept the invitation and provide us
information such as: intolerances, special needs… Finally, they will
get a bracelet, that have to wear the day of the event.

Goal To select the guests assisting to the charity dinner

Involved Parties Soup kitchen

Identified Risks

Start Date 2nd July Costs

Duration 1 month Hours Needed

End Date 30th July Responsible Maria Amparo

Name of Home appliances (soup kitchen)

Workpackage

Description Once we have all the ingredients, we need an establishment in

which the food is cooked by our volunteers. We have though, that a
sponsorship with the soup kitchen would be a good option as they
already have all the home appliances. Our volunteers will prepare all
the food before the event and then the food will be transported to
the building where the charity dinner will take place.

Goal To have the proper home appliances in order to prepare the food

Involved Parties Soup kitchen

Identified Risks

Start Date 17th September Costs

Duration 1 week Hours Needed

End Date 24th September Responsible