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 ……………………………………………………………….................. i

ii. Table of Contents…………………………………………………………………… ii

I. Background of the group…………………………………………………….......... 1

II. Project Description………………………………………………………………….

A. Background of the Project……………………………………………………… 2

B. Project Description……………………………………………………………… 3

C. Project Objectives……………………………………………………………….. 3

III. Stakeholders…………………………………………………………………………. 4

A. Stakeholders Roles (Table 1.0)………………………………………………… 5

B. Stakeholders Analysis as to the project impact (Table2.0)………………….. 6

IV. Outline of Activities…………………………………………………………………… 9

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.

1

Wishes Corporation

Event: Debut Party

Background:

Across centuries and throughout cultures, debut parties have celebrated a young lady’s

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 debutante’s 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

debutante’s 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

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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.

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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

project’s 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

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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.

=**Stakeholder’s Project Roles**=

Stakeholders Project Roles

Table 1.0A. 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

5

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.

=**Stakeholder’s Project Roles**=

Table 2.0

Stakeholder Project Roles

B. Secondary

1. Mom and Pop Flower Shop -*They will supply the flower and at the same

time, arrange it.

2. Cindy’s Boutique -*Suits and Gowns

3. Pat and Rick personalized items -*They will make the invitation cards and token

and will supply the ribbons and balloons.

4. Sweet Manna’s Bakeshop -*Bake the cake and cupcakes for the party

5. Baguio Country Club -*Venue and catering services

6. Make-up artist -*In charge for the hair and make-up of the

debutant and other guests.

7. Photographer -*They will take extra ordinary pictures and

videos

B. Stakeholder Analysis

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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.

=**Stakeholder’s Analysis as to the Project Impact**=Table 2.0

Stakeholders Description Affected before the project

Affected after the project

Primary

Debutant -*Birthday Celebrant

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

-* Experience

-*enjoyment

Parents of the Debutant -*Father & Mother of the Debutant

-* They will release the budget

-* Post- event expenses

-*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

-* List the expenses -* Will gain profit and give satisfaction to

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event -*troubleshoot all problem

-*manage overall activity

the customer

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

Cindy’s 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 Manna’s 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. of visitors

-*Will Gain profit

III . Outline of Activity

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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

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1. Meet the debutante's parents & debutant

-event conceptualization

Nov. 11

2. First formal meeting of the wishes corp. for the delegation of task Nov. 12

3. Coordinate with the venue

Canvass for the designs of invitation cards, tokens, suits, gowns & cake

Nov. 13-15

4. Present all sample to the debutant

Assist the debutant for the invitation wordings

Verify number of guests

Nov. 16

5. Coordinate with supplies Nov. 18

6. Finalize all details Nov. 19

7. Second meeting of wishes corp.

Create a floor plan

Nov. 20

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

General meeting for the wishes corp.

Purchase of balloons & ribbons

Dec. 13

14. Pick-up flowers & cakes

Supervision of the venue

Execution of directing of participants

Dec. 18 –AM

PM

PM

START 6:00

Table 3.0IV. Project Management Tools

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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.

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=**Fish Bone**=

12

Preparing for the debutant and other

guest

Catering Services

Technical Problem

Time Delay

Power Interruption

miscommunication

Late food arrivalMalfunctioning of the

Sound System

Unsatisfied guest

Unsettled decoration

People

Late VIPs

Delivered wrong supply

No procedure given

Misused materials

Lack of manpower

Sudden Changes

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MethodsVenue

Space Problem

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.

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Project Management Tool

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.

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Gantt chart of Wishes Corporation

ACTIVITY DATE

NOVEMBER DECEMBER

11 12 13 14 15 16 18 19 20 25 26 27 1 3 13 18

1. Meet the debutante’s 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.

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ACTIVITY DATE

NOVEMBER DECEMBER

11 12 13 14 15 16 18 19 20 25 26 27 1 3 13 18

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.

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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.

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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 Cindy’s 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.

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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.

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Critical Path Analysis

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Coordinate w/ the manager of Baguio Country Club

Meet the debutant’s parents & debutant Event conceptualization

Canvass for the design of invitation cards, tokens, suits, gowns & cakes

Present all sample to the debutant

Assit the debutant for the invitation wordings

Verify # of guests

Coordinate with supplies

Second meeting of wishes corp.

Finalize details

Create a floor plan

Pick-up invitations

Follow-up all activities

Practice for cotillion

Pick-up gowns & suits Pick- up tokens

Purchase of balloons & ribbons

General meeting for the wishes corp.

General practice for the cotillion

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

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Supervision of the venuePick-up flowers & cakes

Execution & directing of participants

START

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 Mama’s for cakes, Mom & Pop for the flower and

Cindy’s 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

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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 o’clock in the evening

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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.

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VI. Risk Management Plan

Risk Type Risk Details Risk Priority Mitigation Strategy

1.Technology Risk

(Technical Problem)

- Malfunction of the sound system.

- Unexpected Power Interruption.

- High

-Tolerable-

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

2. Estimation Risk

( Catering Services and Venue)

- The number of guest was not estimated.

-Moderate

-Tolerable-

-Check and verify the number of guest to come.

3.Requirements Delay

( Company Requirement Delay)

(Specification Delay)

- Late down payment

- Late submission of information for the event.

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

- Very high

-Serious-

- high

-Serious-

- Set deadline and be open to communications

Provide a company’s handbook were information such as rules concerning changes are indicated

4.People Risk

(Stake Holders)

- Unfinished business of the members.

-High

-Tolerable-

-Request for additional manpower.

- Meet w/ the members ahead of time to trouble shoot the problem.

5.Organizational risk

(organizational Financial Problem)

(Expenses)

- The budget was not yet released.

- Over spending to unnecessary things.

- High

-Tolerable-

-Very high

-Tolerable-

- Comply w/ the deadlines of company requirements

- minimize cost

- proper use of raw materials

6.Time delay - Lack of the time management due to misinformation and personal grievances

- High

- Serious-

-Implement time management by allotting a time to every activity.

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among the store holders - Double manpower if possible

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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

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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:

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Formal reports – each project team and stakeholder must provide a feed back on their

assign task.

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?

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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.

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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