Project Reflections on Corporate Dinner Hope Inc. Members: Margaret Roberts – PM Earl Charles Sandra Lawrence Shawna Charles.

Project Reflections on Project Reflections on Corporate DinnerCorporate Dinner

Hope Inc. Members:Hope Inc. Members:Margaret Roberts – PMMargaret Roberts – PM

Earl CharlesEarl CharlesSandra LawrenceSandra LawrenceShawna CharlesShawna Charles

Stage 1 – Definition of Stage 1 – Definition of ProjectProject

Project Life CycleProject Life Cycle

Specification of project defined; Specification of project defined; project objectives established; project objectives established;

teams formed; major teams formed; major responsibilities assignedresponsibilities assigned

– What Hope Inc. didWhat Hope Inc. did

Project Impact on ObjectivesProject Impact on Objectives

Objectives were to do the following -Objectives were to do the following - To raise EC $2,000 for GNPKFITo raise EC $2,000 for GNPKFI To execute effective project To execute effective project

management skillsmanagement skills To have fun while learningTo have fun while learning

The Corporate Dinner enabled the The Corporate Dinner enabled the group to achieve all three because of group to achieve all three because of its successful outcome.its successful outcome.

A project is a complex, non-routine, one-time effort limited by time, budget, resources & specifications

Stage 2 – PlanningStage 2 – PlanningProject Life CycleProject Life Cycle

SchedulesSchedulesBudgetsBudgets

ResourcesResourcesRisksRisks

Implementation ActivitiesImplementation Activities

Stage 2 – Planning Stage 2 – Planning cont’dcont’dProject Life CycleProject Life Cycle

Hope Inc Sponsorship LetterHope Inc Sponsorship Letter TicketTicket StageStage

Stage 2 – Planning Stage 2 – Planning cont’dcont’dProject Life CycleProject Life Cycle

Sunday, March 23, 2008Sunday, March 23, 2008

The ManagerThe ManagerThe Computer Store (Grenada) Ltd.The Computer Store (Grenada) Ltd.Le Marquis ComplexLe Marquis ComplexGrand AnseGrand AnseSt. George’sSt. George’s

Dear Sir/Madam,Dear Sir/Madam,

Solicitation of SponsorshipSolicitation of Sponsorship

We the members of Hope Inc. are students of St. George’s University currently enrolled in the MBA We the members of Hope Inc. are students of St. George’s University currently enrolled in the MBA program. As part of the fulfillment of one of our courses - Project Management, we are required to program. As part of the fulfillment of one of our courses - Project Management, we are required to successfully execute a project, the proceeds of which will be donated to the Kidney Foundation of successfully execute a project, the proceeds of which will be donated to the Kidney Foundation of Grenada. Grenada. We have chosen to host a Corporate Dinner on Thursday, March 27th, 2008 at 7 p.m. at the Flamboyant We have chosen to host a Corporate Dinner on Thursday, March 27th, 2008 at 7 p.m. at the Flamboyant Hotel.Hotel. Special features for the evening will be presentations by Dr. Jessamy and renowned author and Professor- Special features for the evening will be presentations by Dr. Jessamy and renowned author and Professor- Project Management, Oregon State University, Dr. Erik Larson, PMP. Project Management, Oregon State University, Dr. Erik Larson, PMP. We are asking you to support this fund raising activity by purchasing four (4) tickets. The cost per ticket is We are asking you to support this fund raising activity by purchasing four (4) tickets. The cost per ticket is $150. Please make the cheque payable to the Kidney Foundation.$150. Please make the cheque payable to the Kidney Foundation.If you need further information you may contact any of the following persons – If you need further information you may contact any of the following persons – Sandra Lawrence – 407-4768 Margaret Roberts – 414 – 2089Sandra Lawrence – 407-4768 Margaret Roberts – 414 – 2089Earl Charles – 405-4463 Shawna Charles – 456-0046 Earl Charles – 405-4463 Shawna Charles – 456-0046 Yours sincerely,Yours sincerely,……………………………………………………Margaret Roberts Project Margaret Roberts Project ManagerManager

Back

Dress Code: Elegantly Casual

Corporate Dinner for the Kidney Foundation

Hope Inc.Give hope.

A project of the St. George’s University’s Project Management Class

Flamboyant Hotel, St. George’s

Thursday, March 27th 2008, doors open at 7 PM

General Admission—Admit One

Ticket Price $150

Stage 2 – Planning Stage 2 – Planning cont’dcont’dProject Life CycleProject Life Cycle

Back

Stage 2 – Planning Stage 2 – Planning cont’dcont’d

Project Life CycleProject Life Cycle Resources: Some Donors/SponsorsResources: Some Donors/Sponsors

– Grenlec (co-sponsor)Grenlec (co-sponsor)– Cable and Wireless Grenada Ltd (co-sponsor)Cable and Wireless Grenada Ltd (co-sponsor)– Bulk Buy (donor)Bulk Buy (donor)– Country Cold Store (donor)Country Cold Store (donor)– Gittens Pharmacy (donor)Gittens Pharmacy (donor)– Blue Beard Enterprises (donor)Blue Beard Enterprises (donor)– Grenada Breweries (donor)Grenada Breweries (donor)– Grenada Bottling Company (door)Grenada Bottling Company (door)– SGU (donor)SGU (donor)– Glenelg Spring Natural Water (donor)Glenelg Spring Natural Water (donor)– Team membersTeam members

Stage 3 – ExecutingStage 3 – ExecutingProject Life CycleProject Life Cycle

Status reportsStatus reportsChangesChangesQualityQuality

ForecastsForecasts

Stage 3 – ExecutingStage 3 – ExecutingProject Life CycleProject Life Cycle

Status reports: Status reports:

– Project meetings daily Project meetings daily

– Verbal presentations on individual Verbal presentations on individual progressprogress

Stage 3 – Executing Stage 3 – Executing cont’dcont’dProject Life CycleProject Life Cycle

ChangesChanges– VenueVenue– MenuMenu

QualityQuality– Elegantly decorated surroundingsElegantly decorated surroundings– Tasteful musical accompanimentTasteful musical accompaniment

Stage 3 – Executing Stage 3 – Executing cont’dcont’d

Venue OptionsVenue Options UpscaleLow end

Stage 3 – Executing Stage 3 – Executing cont’dcont’d

ForecastsForecasts

Pro Forma Statement of Income Scenario 1 Scenario 2 Scenario 3

Estimated Attendees 109 attend. 80 attend. 50 attend.

Ticket Revenue from 114 tickets 17,100.00 17,100.00 17,100.00

Seed money 400.00 400.00 400.00

Gross Revenue 17,500.00 17,500.00 17,500.00

Co-sponsorship of food (60 persons) (3,800.00) (3,800.00) (3,800.00)

Additional food expense (49;20 persons) (2,450.00) (1,000.00) 0.00

Music (400.00) (400.00) (400.00)

Return of seed money (400.00) (400.00) (400.00)

Net Income 10,450.00 11,900.00 12,900.00

Collection of Collection of Monies/DonationsMonies/Donations

Stage 4 – DeliveryStage 4 – DeliveryProject Life CycleProject Life Cycle

Hosting of DinnerHosting of Dinner

Dinner HighlightsDinner Highlights

Photos of highlights and descriptionPhotos of highlights and description

Analysis of goals & Analysis of goals & objectivesobjectives

GoalGoalSuccessful execution of group projectSuccessful execution of group project

ObjectivesObjectivesRaise $2,000 for the GNPKFI, utilize Raise $2,000 for the GNPKFI, utilize effective project management skills and effective project management skills and have fun during the processhave fun during the process

Accomplished – yes/noAccomplished – yes/no

Challenges & ResponsesChallenges & Responses

Finding a suitable venueFinding a suitable venue– Exploration of various optionsExploration of various options– Use of contacts to secure venueUse of contacts to secure venue

Getting appropriate stationery, printing Getting appropriate stationery, printing letters & tickets free of cost to groupletters & tickets free of cost to group– Soliciting SGU for stationery & office space, Soliciting SGU for stationery & office space,

use of contacts/personal resourcesuse of contacts/personal resources

Selling tickets & obtaining Selling tickets & obtaining sponsorship/donationssponsorship/donations– Prevailing on relationship with targetPrevailing on relationship with target– Selling Selling en blocen bloc to companies to companies– Having a feature presentationHaving a feature presentation

Collecting monies and donations in Collecting monies and donations in timetime– Use of persistent courtesyUse of persistent courtesy– Indirect use of time constraint Indirect use of time constraint

Challenges & ResponsesChallenges & Responses

Achieving team cohesion irrespective Achieving team cohesion irrespective of different personalitiesof different personalities– Avoiding quarrels while allowing for Avoiding quarrels while allowing for

disagreementsdisagreements

Challenges & ResponsesChallenges & Responses

Effective Project Effective Project ManagementManagement

Daily progress updatesDaily progress updates To do listsTo do lists Use of network of contactsUse of network of contacts

– Social capitalSocial capital Formed strategic partnership with GNKPFIFormed strategic partnership with GNKPFI Made maximum use of resources available Made maximum use of resources available

e.g. e.g. – Use of Dr. Larson’s presentation as an attraction Use of Dr. Larson’s presentation as an attraction

to the business communityto the business community– Use of SGU resourcesUse of SGU resources

Ineffective Project Ineffective Project ManagementManagement

Late organization of uniform Late organization of uniform correspondence for quality correspondence for quality presentation to solicitedpresentation to solicited– General letter drafted one day but was General letter drafted one day but was

redone and reprinted the next dayredone and reprinted the next day– Tickets drafted & printed one day but Tickets drafted & printed one day but

reprinted the next dayreprinted the next day– Envelopes were not uniformEnvelopes were not uniform

LessonsLessons

Establish a screening criteria for Establish a screening criteria for projectsprojects

Be willing to compromise with team Be willing to compromise with team members to achieve objectivesmembers to achieve objectives

Keep focused on the goal and the Keep focused on the goal and the best way to achieve it rather than on best way to achieve it rather than on personal conflictspersonal conflicts