Question:
Discuss about the Company retreat to another Company.
iPixel Creative is a Singapore based organization that develops and designs web applications and provides web solutions to its customers. The organization has an employee base of over 850 employees. The organization has successfully completed numerous web based projects and recently accomplished the project of developing a web application for a client. The project team constituted of 30 employees which included operational team members, Project Manager, Project leader and several other resources as well. In order to celebrate the success of the project and to reward the employees for their efforts, the client decided to provide a retreat to the project team members. The document is the project report covering the project planning and analysis details (Mallery, 2011).
Objectives
The primary objective of the project is to arrange for the retreat for the project employees within a budget of SGD 80,000. The entire project is required to be completed in the period of three weeks.
Project Deliverables
List of Project Milestones
Technical Requirements of the Project
Project Limits and Exclusions
Project Customer Review
Task/Activity in the Project |
Project Manager |
Project Leader |
Technical Writer |
Travel Expert |
Finance Officer |
HR Associate |
Project Planning |
R |
S |
||||
Designing of Project Budget |
S |
S |
R |
|||
Designing of the Project Schedule |
R |
R |
S |
|||
Finalization of the trip venue |
R |
R |
S |
|||
Approval on the travel of the employees |
S |
S |
R |
|||
Booking of the flight tickets |
S |
S |
R |
|||
Hotel bookings |
S |
S |
R |
|||
Visa Arrangements and development of the itinerary |
S |
S |
R |
|||
Preparation of project documents and closure report |
S |
S |
R |
Priority Matrix of the Project
Factor 1 = Time |
Factor 2 = Scope/Performance |
Factor 3 = Cost |
|
Constraint |
X |
||
Enhancement |
X |
||
Accept |
X |
Time, cost and scope are the three factors that have significance in the project and the project progress. These factors along with their priority and significance in the project have been described below.
Constraint
Time is the project factor that is a constraint in the project of a company retreat to the other company. The employees that will be traveling will have responsibilities in terms of the other projects as well. Any delays in the project or in the trip that has been decided will result in a lot many losses in terms of cancellation of the bookings along with non-fulfillment of the duties towards the organization. Therefore, the project time will be a primary constraint in the project (Yang & Tamir, 2015).
Enhancement
The scope of the project includes the planning, analysis and closure activities along with the booking activities. There can be enhancements done from the side of the client in terms of the hotel category that is selected or in the flight category that is selected. The enhancements will lead to the improvement of the employee satisfaction.
Accepts
There is a budget of SGD 80,000 estimated for the project. However, there can be acceptance in terms of the project costs such as a little variation in the costs (Sunde, 2011). The variations may result from the changes in the price of the flight tickets or the hotel charges.
The priorities in the project can, therefore, be determined from the factors that are constraint, enhancement and acceptance. Time shall be kept as the top priority followed by the cost and the scope (Mohapatra & Patnaik, 2011).
Project – Company retreat by another company
1.1. Analysis of the project requirements
Analysis of the specifications in terms of the offer made by the client
1.2. Determination of project scope, cost and schedule
Planning of the project in terms of the creation of the project scope, budget and schedule
1.3. Selection of the travelers willing to travel
Confirmation from the project employees willing to travel
1.4. Selection of the travel dates
Decision on the travel dates
2.1. Selection of destination as Thailand
Selection of the travel destination that the travelers will be visiting as the retreat
2.2. Data gathering
Collection of the data such as traveler demographics and medical reports
2.3. Booking of the flights
Booking of the flight as per the data that is collected
3.1. Gathering of passports
Gathering of the passport from all the travelers
3.2. Gathering of documents and information
Gathering of documents such as identity proofs and other necessary documents
3.3. Submission of the visa application
Submission of the application in the visa office
3.4. Collection of the approved visa
Collection of the visa from the visa office
3.5. Distribution of the visas to the travelers
Providing the visa to the travelers
4.1. Listing of the places to visit
Inclusion of the places that the employees will visit in the itinerary
4.2. Discussion with the managers and leaders
Discussion of the itinerary with the senior management
4.3. Imparting itinerary details to the travelers
Discussion of the itinerary with the travelers
4.4. Feedback from the resources
Collection of the comments on the itinerary from all the travelers
4.5. Revision of the itinerary
Re-designing of the itinerary4.6. Development of the itinerary
Submission of the itinerary to as the final plan to follow during the trip
5.1. Hotel listing
Listing of the hotels that the travelers will stay in
5.2. Hotel Analysis
Analyzing of the hotels in terms of the quality and category of the hotel
5.3. Availability Enquiry
Enquiry on the availability in terms of the dates
5.4. Final Booking
Confirmation and collection of the receipts
6.1. Project Documentation
Preparation of the final project documents
6.2. Closure report preparation and submission
Development and submission of the closure report to the client (Marle, 2014)
Time-phased Budget of the Project
Project – Company retreat by another company |
Week 1 |
Week 2 |
Week 3 |
1.1. Project Planning |
|||
1.1.1. Analysis of the project requirements |
300 |
||
1.1.2. Determination of project scope, cost and schedule |
500 |
||
1.1.3. Selection of the travelers willing to travel |
200 |
||
1.1.4. Selection of the travel dates |
150 |
||
1.2. Bookings – Flights |
|||
1.2.1. Selection of destination as Thailand |
400 |
||
1.2.2. Data gathering |
4500 |
||
1.2.3. Booking of the flights |
25000 |
||
1.3. Visa Arrangements |
|||
1.3.1. Gathering of passports |
300 |
||
1.3.2. Gathering of documents and information |
800 |
||
1.3.3. Submission of the visa application |
7000 |
||
1.3.4. Collection of the approved visa |
2200 |
||
1.3.5. Distribution of the visas to the travelers |
600 |
||
1.4. Itinerary Preparation |
|||
1.4.1. Listing of the places to visit |
200 |
||
1.4.2. Discussion with the managers and leaders |
200 |
||
1.4.3. Imparting itinerary details to the travelers |
140 |
||
1.4.4. Feedback from the resources |
300 |
||
1.4.5. Revision of the itinerary |
300 |
||
1.4.6. Development of the itinerary |
120 |
||
1.5. Hotel Bookings |
|||
1.5.1. Hotel listing |
300 |
||
1.5.2. Hotel Analysis |
250 |
||
1.5.3. Availability Enquiry |
250 |
||
1.5.4. Final Booking |
32000 |
||
1.6. Project Closure |
|||
1.6.1. System Documentation |
2500 |
||
1.6.2. Closure report preparation and submission |
1200 |
||
Project Cost per Week |
41950 |
34060 |
3700 |
Cumulative Cost |
41950 |
76010 |
79710 |
Conclusion
Project of company retreat to the other company is required to be finished in three weeks and in the budget of SGD 80,000. Project planning is one of the most significant steps in the project that shall be carried out with utmost attention and perfection. These project details that are identified in the project planning phase aid in the overall execution of the project
References
Gulledge, T. (2002). Business process management: public sector implications. Business Process Management Journal, 8(4), 364-376. https://dx.doi.org/10.1108/14637150210435017
Henderson, L. (2004). Encoding and decoding communication competencies in project management ? an exploratory study. International Journal Of Project Management, 22(6), 469-476. https://dx.doi.org/10.1016/s0263-7863(04)00014-6
Mallery, M. (2011). Project Management Portal (PMP) from the University of Washington Information Technology Wiki – https://wiki.cac.washington.edu/display/pmportal/Project+Management+Portal. Technical Services Quarterly, 28(3), 365-367. https://dx.doi.org/10.1080/07317131.2011.574546
Marle, F. (2014). Assisting project risk management method selection. International Journal Of Project Organisation And Management, 6(3), 254. https://dx.doi.org/10.1504/ijpom.2014.065255
Mohapatra, S., & Patnaik, A. (2011). Sustainability in HRIS implementation through effective project management. International Journal Of Project Organisation And Management, 3(1), 78. https://dx.doi.org/10.1504/ijpom.2011.038865
Seethamraju, R. (2012). Business process management: a missing link in business education. Business Process Management Journal, 18(3), 532-547. https://dx.doi.org/10.1108/14637151211232696
Sunde, L. (2011). Net-present-value cost/time tradeoff. International Journal Of Project Management, 13(1), 45-49. https://dx.doi.org/10.1016/0263-7863(95)95703-g
Yang, Y., & Tamir, G. (2015). Offshore software project management: mapping project success factors. International Journal Of Project Organisation And Management, 7(2), 111. https://dx.doi.org/10.1504/ijpom.2015.06961
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