PROJECT MANAGEMENT – GROUP ASSIGNMENT –

Name of lecturer: Dr. Cao Hao Thi

Topic:

COSTA STAFF RECRUITMENT PROJECT

List of group members’ name:

Thai Van Trung Hieu

Tang Thi Diem Thuy

Tran Minh Nghia

MBus 2.3

January 04, 2013

1

Chapter 1: INTRODUCTION

1.1 INTRODUCTION OF COSTA CONCORDIA

Costa Concordia is the largest Italian cruise ship, built for Carnival Cruise Lines in

Italy in July 2006 on Western Mediterranean route. It is 290 meter long, with 4 swimming

pools, 5 restaurants and 13 bar pubs. This cruise ship is on sightseeing tour to take passengers

to see tourist spots and enjoy services and comforts on board.

Labor export, especially hospitality on cruise, and foreign cooperation has a trend to

be enlarged to meet the aspiration of the employees and the expectation of the investors. The

project of Costa staff recruitment will bring in several employment opportunities, and

enhance hospitality skills and language capacities for the young employees. Besides, the

young recruited employees will represent Vietnam to set a good image in the eyes of

international friends and contribute into attracting tourists to visit Vietnam in the upcoming

time.

1.2 EMPLOYMENT OPPORTUNITIES IN HOSPITALITY INDUSTRY

Since Saigontourist is authorized to be Costa’s agency for personnel recruitment, it

offers job opportunities for Vietnamese employees. Besides attractive and stable income,

Vietnamese employees have a chance to work in European world-class professional working

environment and gain work experience later on.

As the colleagues and tourists on board are from different countries and cultures, this

is a golden opportunity for the Vietnamese applicants to experience and improve

communication skills and adaptability as well as to travel to different places all over the

world.

Costa has wanted vacancies for Vietnamese applicants such as Assistant Waiter,

Snack Steward, Bar Boy, Crew Steward, Housekeeping Steward,…. which requires good

English communication skills and one more European language, work experience in premier

hotels and restaurants, good health, ability to work in multicultural working environment and

under pressure.

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1.3 REASONS TO BUILD UP GROUP ASSIGNMENT

We wish to apply the knowledge of Project Management subject, especially using

Microsoft Project, into Costa Recruitment Project, conducted by Saigontourist in reality.

Thus, it is considered as the process of applying theory into practice and then make specific

action plan.

We are the same dedicated team in the organization who will share experiences,

knowledge, and challenges together. We jointly create strong networking to run this project

and it will help us build professional working style as well as bring many opportunities for

each member to achieve successes in the competitive working environment later.

1.4 THE OBJECTIVES OF GROUP ASSIGNMENT

This assignment support all members in group learn deeply about specific project. In

addition, we will have to solve a lot of questions such as: how to manage cost, schedule and

performance effectively, how to combine different human resources conveniently? etc.

Besides, this project surely increases our group ability to plan, implement and manage

activities to accomplish concrete requirement lead on success in the project.

1.5 THE SCOPE OF GROUP ASSIGNMENT

The author uses secondary data from Saigontourist to refer. As requirements from

Costa Cruise, the project team is mainly from the current company workforce and focus on

services to recruit the right employees for Costa Cruise. Saigontourist services include

marketing, shortlist the applicants, interview and train applicants.

The project only mention particular aspect in tourism area that serve young labors

specialized in a tourism or require experience working in restaurant, hotel.

3

Chapter 2: GENERAL INFORMATION OF THE PROJECT

2.1 ABOUT THE PROJECT

The project is about a package service to recruit Vietnamese employees for Costa

Cruise in 2012.

The project is scheduled to start on April 04, 2012 and finish on September 19, 2013.

The overall project runs 5 days per week, from Monday to Friday 08:00 am to 05:00 pm with

one-hour break for lunch from 12:00 am to 01:00 pm.

It is an eight-hour working day and forty-hour working week.

Thus, the project is estimated for doing within 367 days and cover nonworking days as follows:

StartWed 04/04/12

Finish Thu 19/09/13

3rd Quarter 3rd Quarter

COSTA STAFF RECRUITMENT PROJECT Wed 04/04/12 - Thu 19/09/13

Today

4

2.2 PROJECT DESCRIPTION

The project has divided into nine main tasks. Each main task includes many other sub-

tasks.

The resources of project include nine people with name, position and salary listed below:

No Name Labor rate per hour (USD) 1 Project manager – Mr. Tuan 5 2 Vice director – Mr. Vinh 15 3 Staff – Ms. Huong 3 4 Staff – Mr. Cuong 1.5 5 Staff – Ms. Thuy 1.5 6 Staff – Mr.Son 2 7 Staff – Ms. Phuong 2 8 Costa Representative 30 9 Outsource 20

The project manager is Mr. Tuan who serves as Head of Labor Export Department

and Overseas Study Department. He acts the key role in demonstrating capacities to Costa

representatives, making the action plan and executing the project.

The project progress and suggestions must be reported, approved and consulted by the

Vice-Director, Mr. Vinh who is Saigontourist representative in front of law and he is in

charge of Cruise Travel Department, Labor Export Department, Overseas-Study Department,

Domestic Travel Department and Transportation Department.

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Ms. Thuy takes the main tasks of composing advertorials and advertisements. She

makes Costa staff recruitment program informative, convincing and most impressive in the

eyes of audience.

Mr. Son’s task is to contact hospitality colleges for a student meeting to announce

Costa Staff Recruitment Program.

Ms. Phuong’s task is to consult and convince clients on the phone and at office; and then,

she will receive and collect documents to the project manager for short-listed candidates to

take the job interview.

Work Breakdown Structure

ID No. Task Name Person

1 Costa staff recruitment project

2 1 Demonstrate capabilities to Costa Representatives

3 1.1 Presentation Preparation Mr.Vinh

4 1.2 Contact Marketing Dept. to collect photos/ video Ms.Huong

5 1.3 Presentation to be reviewed Mr.Cuong

6 2 Action plan to conduct the contract

7 2.1 Compose advertorials Ms.Thuy

8 2.2 Advertorials to be reviewed by project manager Mr.Tuan

9 2.3 Advertorials to be sent to Marketing Dept for internal launch and

press reporters

Ms.Thuy

10 3 Advertising & Marketing

11 3.1 Print brochures, leaflets, banners for Costa staff recruitment

program

Mr.Tuan

12 3.2 Launch advertisements on Nguoi Lao Dong & TuoiTre

Newspapers and vietnamworks.com

Ms.Thuy

13 3.3 Contact hospitality colleges to inform about Costa staff recruitment

program

Mr.Son

14 4 Consult clients

15 4.1 Consult clients on the phone and at office Ms.Phuong

16 4.2 Receive and collect documents to the project manager Ms.Phuong

6

17 4.3 Project manager make a shortlist of applicants for job interview

Mr.Tuan

18 4.4 Inform the applicants to take the interview with Project Manager

Mr.Tuan

19 5 Interview the applicants

20 5.1 Schedule for job interview Ms.Phuong

21 5.2 Test applicants qualifications Mr.Tuan

22 5.3 Take short-listed applicants qualified for Costa recruitment requirements

Mr.Cuong

23 6 Costa Representative interviews the short-listed applicants

24 6.1 Re-assess the applications Mr.Costa

25 6.2 Interview the short-listed applicants Mr.Costa

26 6.3 Sign the labor contract with applicants Mr.Costa

27 7 Offer training courses

28 7.1 Take a swimming course Mr.Outsource

29 7.2 Take a gymnastics course Mr.Outsource

30 7.3 Take a hospitality operations course to enhance specific skills Mr.Outsource

31 7.4 Take an intensive English course to improve English skills Mr.Outsource

32 8 Do migration documentation

33 8.1 Apply for passport and book air-ticket Ms.Phuong

34 8.2 Consult guidelines and regulations to be ready on board. Ms.Phuong

35 9 Observing & Supporting

36 9.1 Follow-up work progress of the recruited staffs on board Mr.Son

37 9.2 Respond to queries from recruited-staffs on board Mr.Son

38 9.3 Termination of labor contract Mr.Vinh

7

Chapter 3: PLANNING AND SCHEDULING PROJECT

3.1 PROGRESS REPORT

Based on statistical data on Jan 3rd, 2013, the project runs in 367 days or 5,920 hours.

Until now, the project has run 36% of the whole project in 132.24 days or 54% of the whole

project in 3,184 hours.

The project has completed 33 tasks, including 8 main tasks and the remaining main task is

followed up to support the cruise staffs. It takes the longest period of time of the whole

project, and it is still carried out and completed 34% of the whole project and it ends in

September 2013.

Among the completed tasks, some tasks are worked in the period of time which is variant

from the planned period of time. About completing the planned project and reporting to

Board of Directors, it is 1 day sooner than the planned time as all project information is

complete so it helps the project approving progress run faster.

Task Name Work Baseline Variance Actual Remaining % W. Comp.

Demonstrate capabilities to Costa Representatives 104 hrs 112 hrs -8 hrs 104 hrs 0 hrs 100%

Presentation Preparation 24 hrs 24 hrs 0 hrs 24 hrs 0 hrs 100% Contact Marketing Dept. to collect

photos/ video 24 hrs 24 hrs 0 hrs 24 hrs 0 hrs 100%

Presentation to be reviewed 56 hrs 64 hrs -8 hrs 56 hrs 0 hrs 100%

8

ID Task Mode

Task Name

10 Advertising & Marketing11 Print brochures, leaflets, banners for Costa staff

recruitment program12 Launch advertisements on Nguoi Lao Dong &

TuoiTre Newspapers and vietnamworks.com13 Contact hospitality colleges to inform about

Costa staff recruitment program14 Consult clients 15 Consult clients on the phone and at office 16 Receive and collect documents to the project manager17 Project manager make a shortlist of applicants

for job interview18 Inform the applicants to take the interview with

Project Manager

Mr.Tuan

Ms.Thuy

Mr.Son

Ms.PhuongMs.Phuong

Mr.Tuan

S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T02 May '12 09 May '12 16 May '12 23 May '12 30 May '12 06 Jun '12 13 Jun '12

It takes 1 week longer to announce the Costa staff recruitment project to students at

the universities, colleges and schools of hospitality as these schools are too busy to schedule a

student meeting during the orientation days of the new intake. As the marketing campaign is

not attractive enough, it is necessary to extend the period of time to do marketing events at

these educational institutions.

Task Name Work Baseline Variance Actual Remaining

% W. Comp.

Advertising & Marketing 264 hrs 208 hrs 56 hrs 264 hrs 0 hrs 100% Print brochures, leaflets, banners for

Costa staff recruitment program 24 hrs 24 hrs 0 hrs 24 hrs 0 hrs 100%

Launch advertisements on Nguoi Lao Dong & TuoiTre Newspapers and

vietnamworks.com 48 hrs 48 hrs 0 hrs 48 hrs 0 hrs 100%

Contact hospitality colleges to inform about Costa staff recruitment program 192 hrs 136 hrs 56 hrs 192 hrs 0 hrs 100%

Time extension does not affect the critical path and the progress of other tasks as it is just

a sub-task.

As the number of applicants is not so big, it is 1-2 days earlier than the planned time for

Costa representatives to the short-listed applicants and sign the labor contracts

Task Name Work Baseline Variance Actual Remaining % W. Comp.

Costa Representative interviews the short-listed applicants 48 hrs 72 hrs -24 hrs 48 hrs 0 hrs 100%

Re-assess the applications 16 hrs 16 hrs 0 hrs 16 hrs 0 hrs 100% Interview the short-listed applicants 16 hrs 24 hrs -8 hrs 16 hrs 0 hrs 100%

Sign the labor contract with applicants 16 hrs 32 hrs -16 hrs 16 hrs 0 hrs 100%

9

Swimming and gymnastics courses finished 5 days earlier than the planned time as

most of the chosen applicants can swim and stay in a good health. It does not take a lot of

time to train them.

Task Name Work Baseline Variance Actual Remaining % W. Comp.

Offer training courses 928 hrs 1,008 hrs -80 hrs 928 hrs 0 hrs 100% Take a swimming course 200 hrs 240 hrs -40 hrs 200 hrs 0 hrs 100% Take a gymnastics course 200 hrs 240 hrs -40 hrs 200 hrs 0 hrs 100%

Take a hospitality operations course to enhance specific skills 288 hrs 288 hrs 0 hrs 288 hrs 0 hrs 100%

Take an intensive English course to improve English skills 240 hrs 240 hrs 0 hrs 240 hrs 0 hrs 100%

3.2 COST REPORT

The project was budgeted $33,092.00. However, in fact, it saves $2,232.00 and runs

earlier than scheduled. If it remains as scheduled, the costs at completion will be $30,860.00.

So far, the actual cost is $25,188.00 and the estimated further cost is $5,672.00. The

following chart shows the costs saved or wasted.

The following report specifies which sub-tasks in the main tasks of Advertising and

Marketing are over-budgeted.

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Contacting hospitality colleges to inform about Costa staff recruitment program

wastes $112 due to time extension. The report shows CV of this task is as follows CV=

EV/AC= 272/384 = 0.708 < 1, and this is overrun cost.

3.3 HUMAN RESOURCES REPORT. Staffs from Saigontourist departments, Costa representatives and outsource trainers are

used effectively. They all work as scheduled, and Costa representatives and outsource can

even work respectively 24 hours and 80 hours earlier than the planned time. Mr. Son

continued with his own tasks to support his own cruise staffs and worked 1,536 hours or 37%

of the workload. Mr. Vinh worked 24 hours or 50% of his tasks.

Based on Earned Value, the costs from Mr. Son’s tasks is $112 higher than the

budgeted costs. However, the project is benefited $2,344 from prompt completion. Mr.

Cuong helps to save $24, Costa representatives $720 and outsource $1,600.

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Chapter 4: CONCLUSIONS AND RECOMMENDATIONS

The project runs as scheduled (SV=0) and the expenses is lower than estimated

(CV>0), and it demonstrates that the project is feasible.

Solutions to make the project’s period of time and costs more productively:

For contact hospitality colleges to inform about Costa staff recruitment need to

prepare carefully from marketing period until discussing with potential customer directly.

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Avoiding sensitive period such as exam period to limit wasting time as well as assure that

your program will contact with a lot of appropriate object.

For training course: Saigontourist can train candidate by themselves to save cost

instead of outsourcing at some specific courses such as: teach a hospitality operations course

to enhance specific skills or teach an intensive English course to improve English skills.

These courses totally are suitable for Saigontourist’s capabilities.

This project has not finished all of tasks yet. So the person is in charge of remaining

task should maintain focus on his responsibility to insure this process happen smoothly

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TABLE OF CONTENTS

Chapter 1: INTRODUCTION ..................................................................................... 1

1.1 INTRODUCTION OF COSTA CONCORDIA ............................................. 1

1.2 EMPLOYMENT OPPORTUNITIES IN HOSPITALITY INDUSTRY ............ 1

1.3 REASONS TO BUILD UP GROUP ASSIGNMENT ....................................... 2

1.4 THE OBJECTIVES OF GROUP ASSIGNMENT ............................................ 2

1.5 THE SCOPE OF GROUP ASSIGNMENT ....................................................... 2

Chapter 2: GENERAL INFORMATION OF THE PROJECT .................................... 3

2.1 ABOUT THE PROJECT .................................................................................. 3

2.2 PROJECT DESCRIPTION ............................................................................... 4

Chapter 3: PLANNING AND SCHEDULING PROJECT .......................................... 7

3.1 PROGRESS REPORT ...................................................................................... 7

3.2 COST REPORT ................................................................................................ 9

3.3 HUMAN RESOURCES REPORT. ................................................................. 10

Chapter 4: CONCLUSIONS AND RECOMMENDATIONS ................................... 11

APPENDIX 1 – Task tracking update to Jan 03, 2013 .............................................. 14

APPENDIX 2 – Earned Value Report....................................................................... 15

APPENDIX 3 – Budget reports ................................................................................ 16

APPENDIX 4 – Task sheet ....................................................................................... 17

APPENDIX 5 – Tracking Gantt & Task schedule (% completed up to Jan 03, 2013) 18

APPENDIX 6 - RESPONSIBILITY MATRIX OF GROUP 8 .................................. 19

14

APPENDIX 1 – Task tracking update to Jan 03, 2013 ID Task Name Act. Start Act. Finish % Comp. Phys. %

Comp.Act. Dur. Rem. Dur. Act. Cost Act. Work

1 COSTA STAFF RECRUITMENTPROJECT

NA NA 0% 0% 0 days 367 days $0.00 0 hrs

2 Demonstrate capabilities to Costa Representatives

Wed 04/04/12 Wed 18/04/12 100% 0% 12 days 0 days $564.00 104 hrs

6 Action plan to conduct thecontract

Thu 19/04/12 Fri 27/04/12 100% 0% 7 days 0 days $112.00 56 hrs

10 Advertising & Marketing Wed 02/05/12 Thu 07/06/12 100% 0% 20 days 0 days $576.00 264 hrs14 Consult clients Thu 03/05/12 Thu 14/06/12 100% 0% 18 days 0 days $920.00 304 hrs15 Consult clients on the

phone and at office Mon 07/05/12 Fri 18/05/12 100% 0% 10 days 0 days $160.00 80 hrs

16 Receive and collect documents to the project manager

Thu 03/05/12 Wed 23/05/12 100% 0% 15 days 0 days $240.00 120 hrs

17 Project manager make a shortl ist of applicants for job

Thu 24/05/12 Fri 01/06/12 100% 0% 7 days 0 days $280.00 56 hrs

18 Inform the applicants to take the interview with Project Manager

Thu 07/06/12 Thu 14/06/12 100% 0% 6 days 0 days $240.00 48 hrs

19 Interview the applicants Thu 14/06/12 Fri 22/06/12 100% 0% 5 days 0 days $136.00 40 hrs20 Schedule for job

interviewThu 14/06/12 Fri 15/06/12 100% 0% 2 days 0 days $32.00 16 hrs

21 Test applicants qual ifications

Wed 20/06/12 Thu 21/06/12 100% 0% 2 days 0 days $80.00 16 hrs

22 Take short-l isted applicants qualified for Costa recruitment requirements

Fri 22/06/12 Fri 22/06/12 100% 0% 1 day 0 days $24.00 8 hrs

23 Costa Representative interviews the short-listed applicants

Mon 25/06/12 Thu 28/06/12 100% 0% 6 days 0 days $1,440.00 48 hrs

24 Re-assess the applications

Mon 25/06/12 Tue 26/06/12 100% 0% 2 days 0 days $480.00 16 hrs

25 Interview the short-listed applicants

Mon 25/06/12 Tue 26/06/12 100% 0% 2 days 0 days $480.00 16 hrs

26 Sign the labor contract with applicants

Wed 27/06/12 Thu 28/06/12 100% 0% 2 days 0 days $480.00 16 hrs

27 Offer training courses Tue 03/07/12 Tue 28/08/12 100% 0% 40 days 0 days $18,560.00 928 hrs28 Take a swimming course Tue 03/07/12 Mon 06/08/12 100% 0% 25 days 0 days $4,000.00 200 hrs29 Take a gymnastics

courseTue 03/07/12 Mon 06/08/12 100% 0% 25 days 0 days $4,000.00 200 hrs

30 Take a hospital ity operations course to enhance specific ski l ls

Tue 10/07/12 Tue 28/08/12 100% 0% 36 days 0 days $5,760.00 288 hrs

31 Take an intensive English course to improve English ski l ls

Mon 16/07/12 Fri 24/08/12 100% 0% 30 days 0 days $4,800.00 240 hrs

32 Do migration documentation

Mon 27/08/12 Wed 05/09/12 100% 0% 7 days 0 days $192.00 96 hrs

35 Observing & Supporting Wed 05/09/12 NA 33% 0% 84.17 days 167.83 days $2,688.00 1,344 hrs36 Follow-up work

progress of the recruited staffs on

Wed 05/09/12 NA 34% 0% 84 days 166 days $1,344.00 672 hrs

37 Respond to queries from recruited-staffs on board

Wed 05/09/12 NA 34% 0% 84 days 166 days $1,344.00 672 hrs

38 Termination of labor contract

NA NA 0% 0% 0 days 3 days $0.00 0 hrs

M

15

APPENDIX 2 – Earned Value Report

16

APPENDIX 3 – Budget reports

17

APPENDIX 4 – Task sheet

18

ID Task Mode

Task Name

2 Demonstrate capabilities to Costa Representatives 3 Presentation Preparation4 Contact Marketing Dept. to col lect photos/ video5 Presentation to be reviewed6 Action plan to conduct the contract7 Compose advertorials 8 Advertorials to be reviewed by project manager9 Advertorials to be sent to Marketing Dept for internal launch and press reporters

10 Advertising & Marketing11 Print brochures, leaflets, banners for Costa staff recruitment program12 Launch advertisements on Nguoi Lao Dong & TuoiTre Newspapers and vietnamworks.com13 Contact hospital ity col leges to inform about Costa staff recruitment program14 Consult clients 15 Consult clients on the phone and at office 16 Receive and col lect documents to the project manager17 Project manager make a shortl ist of applicants for job interview18 Inform the applicants to take the interview with Project Manager 19 Interview the applicants 20 Schedule for job interview21 Test applicants qualifications 22 Take short-l isted applicants qualified for Costa recruitment requirements23 Costa Representative interviews the short-listed applicants 24 Re-assess the applications25 Interview the short-l isted applicants26 Sign the labor contract with applicants27 Offer training courses 28 Take a swimming course 29 Take a gymnastics course30 Take a hospital ity operations course to enhance specific skil ls31 Take an intensive English course to improve English ski l ls 32 Do migration documentation 35 Observing & Supporting36 Follow-up work progress of the recruited staffs on board37 Respond to queries from recruited-staffs on board38 Termination of labor contract

19/04100%

100%100%

100%100%

100%

100%100%

100%

T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M04 Apr '12 11 Apr '12 18 Apr '12 25 Apr '12 02 May '12 09 May '12 16 May '12

ID Task Mode

Task Name

35 Observing & Supporting36 Follow-up work progress of the recruited staffs on board37 Respond to queries from recruited-staffs on board38 Termination of labor contract

34%34%

0%

T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M31 Jul '13 07 Aug '13 14 Aug '13 21 Aug '13 28 Aug '13 04 Sep '13 11 Sep '13

APPENDIX 5 – Tracking Gantt & Task schedule (% completed up to Jan 03, 2013)

19

APPENDIX 6 - RESPONSIBILITY MATRIX OF GROUP 8

No Task Diem Thuy

Trung Hieu

Minh Nghia

1

Propose some feasible projects and make a decision to find out appropriate project R S R

2 Depict about the main tasks and sub tasks to implement the project R R S

3 Apply project software for project planning and scheduling S R S

4 Discuss, revise, supplement, complete R R S

5 Chapter 1: Introduction the reason, the goal, the objectives and the scope of group assignment R R

6 Chapter 2: Introduce project and description project tasks R R

7 Chapter 3: Make progress, cost and human resources report S R

8 Chapter 4: Conclusion and Recommendation S R R

R: Responsibility

S: Support

CONTRIBUTION PERCENTAGE OF GROUP 8

Name Percentage contribution

Thai Van Trung Hieu 45%

Tang Thi Diem Thuy 35%

Tran Minh Nghia 20%

20