MGT 312 FINAL PROJECT ANNUAL OFFICE PICNIC

Project Title: Annual Office Picnic

Project Overview/Deliverable

This is a project to lead the planning team on an effort to plan and execute the annual office picnic

celebration. The annual celebration is one that is enjoyed by the entire office and their family members.

While preparations are made for 500, there is an average attendance of 350. This leadership team is

eager this year to encourage more participants from the management group, who typically pass up the

event. The project will cover a theme driven event that includes location selection, menu options which

will be put to a company-wide vote, activities, entertainment and party gifts for employees and children.

Scope

The project includes the following tasks:

1. Select a date

2. Select a theme that represents the company motto of the importance of work-life balance and

having fun.

3. Select a prime location for the event and manage permits and necessary documentation

4. Select and provide adequate entertainment for adults and children of all ages

5. Provide diverse menu and catering options

6. Conduct employee voting for menu options

7. Select and provide adequate games and activities for adults and children of all ages

8. Select approved party gifts for employees and children

9. Improve attendance rate of management team

10. Manage needed rental equipment

11. Marketing materials to get the word out

Resources

Your team consists of volunteer employee members that represent every department within the

organization, including: Sales, Marketing, Customer Service, IT and HR.

Budget

$100,000 including a 5% contingency fund of $5000 to respond to risks.

Major Milestones

Milestone Deliverables

Date & Location Selection Select a final date and location for the picnic.

Menu Selection Voting completed and final selection and securing of menu/catering for the picnic.

Entertainment Solidified and booked entertainment for the date of the event.

Marketing Marketing plan complete and execution of communication materials are prepared and ready to be distributed.

Activities Activities are selected and booked for the day of the event.

Gifts Employee and children gift selections are completed.

Confirmations All major items are confirmed for the day of the event.

Roles/Responsibilities

Customer/Sponsor: Provides overall direction on the project. Responsibilities include: approve the project charter and plan; secure resources for the project; confirm the project’s goals and objectives; keep abreast of major project activities; make decisions on escalated issues; and assist in the resolution of roadblocks.

Name Email

Jim Caldwell – CEO [email protected]

Project Manager: Leads in the planning and development of the project; manages the project to scope. Responsibilities include: develop the project plan; identify project deliverables; identify risks and develop risk management plan; direct the project resources (team members); scope control and change management; oversee quality assurance of the project management process; maintain all documentation including the project plan; report and forecast project status; resolve conflicts within the project or between cross-functional teams; ensure that the project’s product meets the business objectives; and communicate project status to stakeholders.

Name Email

Student Name Student Email

Team Members: Work toward the deliverables of the project. Responsibilities include: understand the work to be completed; complete research, data gathering, analysis, and documentation as outlined in the project plan; inform the project manager of issues, scope changes, and risk and quality concerns; proactively communicate status; and manage expectations.

Name Email

Kristina Roth – Sales [email protected]

Jacob Burns – Customer Service [email protected]

Rachel Jules – Marketing [email protected]

Brett Lyons – IT [email protected]

Raymond Jones – HR [email protected]

Success Measurements

• Complete all requirements according to final inspection checklist

• Complete project under the budget constraint of $100,000

• Complete project within a 6-month time frame