Sea battle project management

Project Charter Template

Project Name: Mediterranean SEABATTLE

Prepared by: Erasmus Student Network

Date: 10-13 April 2011 Purpose/Business Need:

The ESN Sea Battle is a cruise for international students from several countries in South Europe. The main organizer is ESN Turkey. These general conditions are only valid for Students participating via an ESN section from Greece. The general conditions by ESN Turkey are valid also for participants from Greece but these general conditions are an extension for the participants from Greece.

Product Description and Deliverables:

ESN Sea Battle is a three-day cruise over the Mediterranean Sea where 2,100 international students from all over Greece, Turkey, Italy, Spain join to party on board. The itinerary is usually: 1. The experience starts with trip from Istanbul West Harbor. From Istanbul you take a ferry to Athens where you join your Greek fellow students. Let the party begin! 2. After a wild night on board you land to beautiful Rome and spend the day there. In the evening you’ll board back to the ferry with ESN Turkey, Italy and Spain and party through the night! The more the merrier! 3. You arrive at Rome and spend the day there. In the afternoon, you take a ferry back to Istanbul and head back to Ankara. Usually there are 2 cruises during the academic year, in October-November and in April-May.

Project Management:

PMI’s approach

Assumptions, Constraints,

Risks:

1. More than 2000 people will participate 2. Participants from each countries will be coordinated by national ESN sections. 3.Ticket selling is done by volunteer work force (ESN Network)

1. Limited time during specific date 2. Limited participant 3. Limited budget 4.Legal constraints, taxes

1.Resignation of sponsor due to unexpected economic problems, crisis. 2.Any technical problems that my cause the ship to sink. 3.Any circumstances may cancel flights and make the dates unavailable.

Communication and Reporting:

Chain of Contact: National coordinators will inform Project Manager weekly and he will give reports to the sponsor firm in the same frequencies.

Each participating local section of ESN Greece has to announce a local coordinator. The local coordinator is the only contact person for the individual participants. He will be in contact with the national coordinator of Greece. The national coordinator of Greece is the only responsible that communicates with ESN Turkey about the Sea Battle. ESN Turkey and ESN Greece have the right to send mails to the participants about important information concerning the cruise.

Change Management:

ESN Turkey reserves the right to alter the route or itinerary for Sea Battle. No refunds will be given in such changes, in case there is a delay, in case of weather conditions that affects ESN Sea Battle, medical conditions of passenger, or other comparable situations.

Approval

Project Manager: Salih Odabasi Sponsor: İstanbul Deniz Otobüsleri

Scope Statement Template

Project Name: Mediterranean SEABATTLE

Prepared by: ESN Turkey

Date: 11-13 April Project Scope: In this project, we can summarize the main works to do as basic

preparations, arrival organization from countries, entertainment and satisfying needs of participants and creating close down report and PR materials.

Product Scope: ESN Sea Battle is a six-day cruise over the Mediterranean Sea where 2,100 international students from all over Greece, Turkey, Italy, Spain join to party on board. The itinerary is usually: 1. The experience starts with trip from Istanbul West Harbor. From Istanbul you take a ferry to Rome where you join your Italy fellow students. Let the party begin! 2. After a wild night on board you land to beautiful Athens and spend the day there. In the evening you’ll board back to the ferry with ESN Turkey, Italy and Spain and party through the night! The more the merrier! 3. You arrive at and spend the day there. In the afternoon, you take a ferry back to Istanbul and head back to Ankara. Usually there are 2 cruises during the academic year, in October-November and in April-May. All passengers MUST have a valid id card to board the ferry. If you are a citizen of a country within Schengen you only need a Schengen valid id. Other citizens may need a passport and possibly a visa. Contact you embassy for more information. ESN will not refund your ticket if you have passport/visa troubles. Check with embassies to make sure you have the right documents with you. There is always a minimum number of passengers that is required for Sea Battle to take off. If nothing else is mentioned the number is a minimum of 1000 passengers. If participation numbers are lower, we may cancel the event. For a cruise to be cancelled we will inform you at least 4 weeks prior to departure. ESN Turkey will inform travelers and/or sections of cancellations via e-mail. All money paid for a cancelled cruise will be returned to the traveler as soon as possible. It will be the local ESN sections that will refund the individual passengers. ESN Turkey will only refund local ESN sections and passengers that have bought their tickets directly from ESN Turkey.

Project Deliverables:

Making preparation, Organizing arrivals, Working on board, Closing down

Making preparation:

Deliverable A

Communicating with main sponsor Ticket selling Preparing necessary informative documents Collecting contracts from participants Checking if all the necessary tranactions are done so far. (money

transfers, invitations etc.) Organizing

arrivals: Deliverable B

from Turkey on 11th April from Greece on 11th April from Spain&Italy on 10th April

Working on Briefing participant about rules.

WBS of Mediterranean Seabattle

1. Making Preparation

1.1. Communicating with main sponsor regularly to organize the trip mainly.

1.2. Ticket Selling

1.2.1. Coordinating ESN Sections from Turkey/Greece/Italy/Spain

1.2.2. Selling Tickets to Individuals

1.2.3. Selling Tickets to ESN Members from the other countries

1.3. Preparing necessary informative documents

1.3.1. Defining rules

1.3.2. Sending documents as an e-package

1.3.3. Sending invitations if necessary for visa

1.4. Collecting contracts from participants

1.5. Checking if all the necessary tranactions are done so far. (money transfers, invitations etc.)

1.6. Organizing Activities for the cruise

1.6.1. Organizing “Speed dating” & “Karaoke” by ESN Entertainment Team

1.6.2. Organizing “Italian Cuisine Lunch” in Rome by ESN Rome Team

1.6.3. Organizing “Guided Tour in Crete” by ESN Crete Team

1.7. Arranging Night Life in cruise

1.7.1. Scheduling a DJ for the trip

1.7.2. Working on feasibility of making discounts in Bars and special offers in Tax Free shops in the ship

1.8. Organizing Buffet in cruise

2. Organizing Arrivals

2.1. Organizing people to get in the ship from Turkey

2.1.1. Providing transportation to the port

2.1.2. Checking in before leaving

2.2. Organizing people to get in the ship from Greece

2.2.1. Providing transportation to the port

2.2.2. Checking in before leaving

2.3. Organizing people to get in the ship from Italy & Spain

2.3.1. Providing transportation from Spain to Italy

2.3.2. Providing transportation to the port

2.3.3. Checking in before leaving

3. Working On Board

3.1. Briefing participant about rules.

3.2. Grouping people and distributing cabin keys

4. Closing Down

4.1. Distributing online questionairre

4.2. Giving a final report to sponsor and the media.

"ESN Mediterranean SeaBattle" Project - WBS Dictionary 

MAJOR DELIVERABLES WORK PACKAGES ACTIVITIES METHOD RESOURCES

1. Making Preparation

1.1.Communicating with main sponsor regularly to organize the trip mainly   Sponsor bulmak için Pazar araştırması yapmak Genel Koordinatör

  1.2.Ticket Selling

1.2.1.Coordinating ESN Sections from Turkey/Greece/Italy/Spai Universitelere önsatış yapılacak Satış Sorumluları ve Yerel Sorumlular

   1.2.2.Selling Tickets to Individuals Kişilere, sipariş üzerine bilet satışı Genel Satış Sorumluları

1.2.3.Selling Tickets to ESN Members from the other countries Kontenjan arttığı takdirde dışarı tanıtım ve bilet satışı Genel Satış Sorumluları

1.3.Preparing necessary informative documents 1.3.1.Defining rules

Gemideki kuralların organizasyon komitesi tarafından belirlenmesı

Gemi mürettebatı ve Organizasyon Takımı

   1.3.2.Sending documents as an e-package Katılımcılara email yoluyla tur bilgisi verilmesi Webmaster

   1.3.3.Sending invitations if necessary for visa

Vize ve davetiye ihtiyacı olanların, başvuruesnasında belirlendikten sonra, davetiye yollanacak  

1.4.Collecting contracts from participants   Katılımcılardan imzalı kontratların toplanması Webmaster

1.5.Checking if all the necessary tranactions are done so far. (money transfers, invitations etc.)  

Banka hesaplarının ve ön muhasebe işlerinin düzenlenmesi Muhasebe Sorumlusu

 1.6. Coordinating Activities

1.6.1.Organizing “Speed dating” & “Karaoke” by ESN Entertainment Team Gemideki eğlencelerin organizasyonu Organizasyon Takımı

1.6.2.Organizing “Italian Cuisine Lunch” in Catania by ESN Catania Team

Günübirlik Catania gezisinde "Italyan mutfağından seçmeler" organizasyonu Organizasyon Takımı

1.6.3.Organizing “Guided Tour in Crete” by ESN Crete Team

Günübirlik Girit gezisinde "Rehberli kültürel tur" organizasyonu Organizasyon Takımı

 1.7. Arranging Night Life in cruise

1.7.1.Scheduling a DJ for the trip Müzik konsepti ve DJ belirlenmesi Organizasyon Takımı

1.7.2.Working on feasibility of making discounts in Bars and special offers in Tax Free shops in the ship

Gemi içinde katılımcılara özel indirimlerin, bir muhtemet eşliğinde belirlenmesi Organizasyon Takımı

 1.8. Organizing Buffet in cruise  

Gemideki açıkbüfe yemek organizasyonu için catering şirketi ile anlaşma Organizasyon Takımı

2.Organizing Arrivals

2.1.Organizing people to get in the ship from Turkey

2.1.1.Providing transportation to the port

Türkiyenin dört bir yanından gelecek katılımcıların otobüs ile istanbula ulaşımı için, karayolu ulaşım şirketleriyle görüşme Karayolu Ulaşım Şirketi

   2.1.2.Checking in before leaving İstanbul Limanında pasaport/bilet kontrolü Emniyet Müdürlüğü

2.2.Organizing people to get in the ship from Greece

2.2.1.Providing transportation to the port

Yunanistanın dört bir yanından gelecek katılımcıların otobüs ile Atinaya ulaşımı için, karayolu ulaşım şirketleriyle görüşme

2.2.2.Checking in before leaving Atina Limanında pasaport/bilet kontrolü

2.3.Organizing people to get in the ship from Spain & Italy

2.3.1.Providing transportation from Spain to Italy

İspanyanın dört bir yanından gelecek katılımcıların otobüs ile Catania'ya ulaşımı için, karayolu ulaşım şirketleriyle görüşme

2.3.2.Providing transportation to the port

İtalyanın dört bir yanından gelecek katılımcıların otobüs ile Catania'ya ulaşımı için, karayolu ulaşım şirketleriyle görüşme

2.3.3.Checking in before leaving Catania Limanında pasaport/bilet kontrolü

3.Working On Board3.1.Briefing participant about rules

Gemi kalkmadan önce katılımcılara seyahat kuralları hakkında bilgilendirme (her limanda yapılacaktır)

3.2.Grouping people and distributing cabin keys Katılımcılara kabin anahtarlarının dağıtılması

4. Closing Down4.1. Distributing online questionairre

Gezi sonunda katılımılara email yoluyla anket dağıtılması

4.2.Giving a final report to sponsor and the media.

Proje raporu ve haber yazılarının tamamlanıp sponsor şirkete ve medyaya sunulması

Activity No. Row No Activities Süre (gün)Predecessors Duration

1.1. 2Communicating with main sponsor regularly to organize the trip mainly 2 3 weeks

1.2. 3 Ticket Selling 3 1.1. 14 weeks1.2.1. 4 Coordinating ESN Sections from Turkey/Greece/ Italy/Spai 5 1.2. 8 weeks1.2.2. 5 Selling Tickets to Individuals 2 1.2.1. SS 4 weeks1.2.3. 6 Selling Tickets to ESN Members from the other countries 2 1.2.2. SS 2 weeks

1.3. 7 Preparing necessary informative documents 2 1.2., 1.1. 2 weeks1.3.1. 8 Defining rules 4 1.1. 3 days1.3.2. 9 Sending documents as an e- package 1.2. 4 days1.3.3. 10 Sending invitations if necessary for visa 15 1.2. 1 week

1.4. 11 Collecting contracts from participants 1 1.2.2., 1.2.3. 2 weeks

1.5. 12Checking if all the necessary tranactions are done so far (money transfers, invitations etc) 3 1.2. milestone

1.6. 13 Coordinating Activities 1.1 SS +7(days) 1 week

1.6.1. 14Organizing “Speed dating” & “Karaoke” by ESN Entertainment Team 1.6 2 days

1.6.2. 15 Organizing “Italian Cuisine Lunch” in Rome by ESN Rome Team 1.6.1 SS 3 days1.6.3. 16 Organizing “Guided Tour in Crete” by ESN Crete Team 1.6.1 SS 2 days

1.7. 17 Arranging Night Life in cruise 1.6 1 week1.7.1. 18 Scheduling a DJ for the trip 1.6.3 2 days

1.7.2. 19Working on feasibility of making discounts in Bars and special offers in Tax Free shops in the ship 1.7.1 SS 3 days

1.8. 20 Organizing Buffet in cruise 1.7.1 SS 2 days2.1. 21 Organizing people to get in the ship from Turkey 1.2,1.3.2.,1.3.3, 1 week

2.1.1. 22 Providing transportation to the port 3 2.1. 1 week2.1.2. 23 Checking in before leavi 2 2.1.,2.1.1 milestone

2.2. 24 Organizing people to get in the ship from Greece 1 1.2,1.3.2.,1.3.3, 1 week2.2.1. 25 Providing transportation to the port 3 2.2. 1 week2.2.2. 26 Checking in before leavi 2 2.2. milestone

2.3. 27 Organizing people to get in the ship from Spain & Italy 2 1.2,1.3.2.,1.3.3, 2 week2.3.1. 28 Providing transportation from Spain to Italy 3 2.3. 1 week2.3.2. 29 Providing transportation to the port 5 2.3. 1 week2.3.3. 30 Checking in before leaving 3 2.3. milestone

3.1. 31 Briefing participant about rules 5 2.1.,2.2,2.3., 1 hour3.2. 32 Grouping people and distributing cabin keys 3 3.1 2 hours4.1. 33 Distributing online questionairre 3 3.2. 1 day4.2. 34 Giving a final report to sponsor and the media 5 4.1. milestone

Cost BaselineActivity Budget Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 Week 9 Week 10 Week 11 Week 12 Week 13Communicating with main sponsor regularly to organize the trip mainly 6.000 2.000 2000 2000                   Coordinating ESN Sections from Turkey/Greece/Italy/Spai 8.000      1.000 1.000 1.000 1.000 1.000 1.000 1.000 1.000   Selling Tickets to Individuals 5.000      1.000 1.000 1.000 1.000 1.000         Selling Tickets to ESN Members from the other countries 2.000      1000 1.000               Defining rules 0 0                       Sending documents as an e-package 800          800             Sending invitations if necessary for visa 1.500          1500             Collecting contracts from participants 500  250 250                   Organizing “Speed dating” & “Karaoke” by ESN Entertainment Team 1.500            1500           Organizing “Italian Cuisine Lunch” in Rome by ESN Rome Team 10.000            10000           Organizing “Guided Tour in Crete” by ESN Crete Team 3.000            3000           Scheduling a DJ for the trip 5.000              5000         Working on feasibility of making discounts in Bars and special offers in Tax Free shops in the ship 5.000              5000         Organizing Buffet in cruise 10.000              10000         Providing transportation to the port 15.000                15000       Providing transportation to the port 15.000                15000       Providing transportation from Spain to Italy 10.000                10000       Providing transportation to the port 15.000                  15000     Briefing participant about rules 500                  500     Grouping people and distributing cabin keys 450                  450     Distributing online questionairre 1.000                    500 500 Giving a final report to sponsor and the media 1.000                        1000

BAC 73.300 2.000 2.250 2.250 3.000 3.000 4.300 16.500 22.000 41.000 16.950 1.500 500 1.000Cummulative Total   75.300 4.250 6.500 9.500 12.500 16.800 33.300 55.300 96.300 113.250 114.750 115.250 116.250

Impact Probability Risk ScoreA B AxB

Inadequate ticket sellingCancellation of trip if it's below 2000 tickets 0,75 0,1 0,075

If any participants don't sign contractThey may sue the organization team if any bad things happen during the trip 0,75 0,1 0,075

If a passenger cancels the cruise Demand money back 0,5 0,2 0,1Bad weather conditions Trip might be cancelled 0,8 0,05 0,04If any group or ESN section couldn't arrive the port on time Affects time schedule negatively 0,25 0,3 0,075

Risk event How will it affect?

New Impact New Probability New Risk ScoreC D CxD

Selling tickets to the ESN Section headers 0,3 0,1 0,03

Preparing copy of contracts which will be given to participants who don't have while getting into ship 0,25 0,1 0,025Certain time limit for the cancellation 0,1 0,1 0,01Providing them to accommodate in the city 0,5 0,05 0,025

They should come to the port 5 hours earlier 0,1 0,1 0,01

Response

What? How? When Who? Referance MaterialKaynak Bulunması Sponsor yardımı ile 01.01.2011 Marketing Manager Şirketin mali yapısına göre

Motivasyon mektublarının değerlendirilmesi ile 08.01.2011 Project Manager Organizasyon çalışma şartlarına göreOrganizasyon çalışanlarının bulunması

Quality Management

INFORMATION ABOUT THE TRIP All times are given in loca l time. Turkey is UTC+1, Greece, Latvia and Italy is UTC+2. Greece M/S Super Star from West Harbor, Athens on the 11th of April will depart a t 14:30. All passengers should board one hour before departure. All passengers should try arriving at the terminal two hours before departure. At 16:30 you will arrive a t the D-terminal in Catanian. All sections should board ASAP on M/S Med- Queen, which will depart a t 18:00. M/S Med Queen will arrive in Sirkeci Istanbul at 10:00. For the return trip the ferry

will leave Istanbul 17:45. All passengers should board a t least one hour before.

Spring 2011 Turkey

SC H E D U L E O N B O A R D (subject to change) 10t h of April, Italian time (UTC+2) 17:15 Information meeting in the Starlight Palace 17:30 Buffet in Buffet restaurant (Re st of Greece) 18:00 Departure M/S Med-Queen to Istanbul 19:00 Tickets for the guided tour in Istanbul sold, Starlight Pa lace.

30 SEK / 3 EUR 19:00 ESN Crazy Games in Starlight Pa lace 19:30 Speed dating in Tango Lounge 20:00 ESN Crazy Games in Starlight Pa lace 20:30 Buffet in Buffet restaurant 21:30 Cuban band in Starlight palace 22:00 Karaoke the Tango Lounge 23:00 Midnight show 23:00 Disco Ibiza open up dance floor 00:00 Dance floor opens up in Starlight Pa lace

11t h April 2011, Turkish t ime (UTC+1) 10:00 Arrival in Yenikapı, Istanbul

17:15 Information meeting in the Starlight Palace 17:45 Departure from Yenikapı, Istanbul

18:15 Tickets for the guided tour in Catanian is sold outside the

information desk. 2 EUR 18:30 ESN gear sold on 2n d floor in Starlight Palace 18:30 Salsa and Latin Street, in the Starlight Pa lace 19:00 ESN Sea Battle Amazing Race, Starlight Palace second floor 19:00 Speed Dating in the Tango Lounge 21:30 Karaoke & Music quiz competition in the Tango Lounge 21:30 Cuban band in Starlight Pa lace

23:00 Dance floor opens up - Ibiza 23:00 Midnight show in Starlight Pa lace 00:00 Dance floor opens up in Starlight Pa lace

ESN GE A R S O L D O N 2N D

F L O O R I N ST A R L IG H T PA L A C E We are selling Sea Battle t-shirts for only 10 Euros. Fully deta iled prices in different currencies can be found on our website, your group leader and on board. You can also buy patches for your overa ll, cool lighters and bags! BU F F E T IN F O

You will have, with your boarding card, a buffet voucher. This will be your ticket to enter the buffet area. The ticket is only va lid to one specific buffet sea ting. Make sure that you do not lose it since we only have the exact amount of tickets. Check the schedule for which time you have your sea ting. The time and place is written on your voucher.