Project Plan

Paul, Janet, Joseline & Nick

Table of content
Table of content Introduction Phase Model Initiative phase Preparation phase Development phase Production phase Performance phase Evaluation phase Project Content Theme Programme Ice Skating Team Building 6 Lunch at Wagamama Dinner at Casa Mexicana Management Aspect Organisation Time Money Information Scenario Sources 2 3 3 4 4 4 4 4 4 5 5 5 5 7 7 8 8 9 9 10 11 12

Introduction
In this document, we are going to introduce our Project Plan to our commissioner Mr. van As the dean of the Jeanne dArc college Maastricht. We are going to inform, explain and describe how we are going to execute this assignment, especially given to us. On the 5th of November 2009 we received the assignment to write a project plan. This project plan needs to include how we are going to organise a programme for a pleasant day for 100 (former) teachers of the Jean dArc College of Maastricht, the school is celebrating its 100th birthday. Everything in this Project Plan should be described very detailed. This Project Plan is therefore not only going to be focussed on the content of the activities but also on the partialities and the organisational aspects. Our event management organisation is called Super Events. The philosophy behind that name is that we feel like Superman. This means we want to help everyone connected to us by giving them the best possible service and information. We work close with the constituent and therefore our goal is the best possible end result. Our main strength is everyones awareness of the fact that the success of one is dependent and contingent upon the success of another. Every member has the willingness to work as a part of the team suppressing individual needs and desires. To summarize: Super Events is focused on creating the best possible end product by working hard and serious, together. This is how we will reach our goal.

Phase Model
In our project we have had the choice to base our project on the model from Verhaar or Grit. We chose to work with the Verhaar model as its focus is based on events, whereas the Grit model is more focused on project based management in general. We also believe that the Verhaar model gives us more opportunities as its more advanced. This is an overall model of the Verhaar phase model used in our project. Below that is a more detailed version to describe each point. This will make it clear to everyone to understand. Phase Initiative Preparation Development Production Performance Evaluation Explanation A problem to solve, we are asked for help How do we solve this problem? Research; start solving the problems More detailed step of the development Executing the Pleasant day for the former and current teachers What went good/bad? How did it work out? Where is this discussed Assignment Course of Action Project Plan Phase Model Project Plan Project Content Project Plan Information Scenario Last meeting (after execution)

Initiative phase
The initiative has been taken by Mr. van As; he came up with the idea of organizing a pleasant day for Jeanne dArcs former and current teachers. This phase is the first one and utmost important. In the initiative phase we become aware of the problem. From this point on we can start thinking of a right solution to the problem. In this phase, the assignment is handed over to us; we now are able to start researching while getting to know the problem.

Preparation phase
The preparation phase is obviously about preparing. We are now able to start working out the problem and we do this by making a Course of Actions. The Course of Action is our guideline to the Project Plan. In the Course of Action we will discuss how we come to certain decisions and why we came to these decisions. Preparing in this way is of big importance because without the Course of Action we have no guideline on how to start and finish the Project Plan.

Development phase
It is possible for us to work on the best intended end result when we start thinking on activities. These activities should be interesting, acceptable and interactive. It is important that the restaurants for lunch and dinner are suitable. There are specific needs and we have to find the appropriate spot where the participants can enjoy their meal. In this phase we start to investigate where particular activities can be done. We also have to check if these activities are suitable for the programmes theme. We have to consider the participants; they have to be satisfied with the activities because we want them to have an excellent time. We want them to still talk about it with joy after the programme is over.

Production phase
By finishing up and putting together all our end results we will have completed the needed Project Plan. When this aspect is covered and the Project plan is finished we can start working it out. We are now able to reach our goal by making reservations and execute the second day of the Edinburgh trip. This is the most crucial phase because everything has to be perfect when it comes to handing in the Project Plan, if not; the day will not be as successful as we would like it to be.

Performance phase
On the 19th of January the actual day takes place. The 100 participants will be picked up at their hotel and we will guide them on this programme day. Four staff members of Super Events will also be present on this day in Edinburgh. On this day we have to keep in mind that it is all about having fun and the ability to talk and share memories.

Evaluation phase
We will have an evaluation meeting after the welcome day. In this meeting we will receive and give feedback. We will open our ears for comments and the participants will be asked to share their thoughts about their perceptions. If problems arose or mistakes were made, we will hear what went wrong and why. We need this feedback to improve ourselves so we can have a better end result next time.

Project Content
For this project we were asked to make up a theme for the whole day. This is a good thing because everything the participants will do on the 19th of January will be linked to another. The lunch and the dinner are also related to the theme which makes it more fun for the new employees to participate.

Theme
Very carefully we picked the theme Past & Present. When we think about this theme, we think about old and new. This theme relates to the past of the Jeanne dArc College and to its 100th birthday. The participants will be aged between 28 and 72, this shows a great distinction; all participants grew up in a different moment in time. Another reason why we chose this theme is that Edinburgh is known for its Old Town and New Town. This city shows a great distinction between old and new which relates again to the Past and Present. We would like to take the former and current teachers back in time to show how the city evolved. We want to teach the teachers something about Edinburghs colourful history. We found a lot of nice things to do with a group as big as this one. We managed to pick the best two activities. In our opinion these two were the best because they are fun and informative. Besides that, the activities connect to the chosen theme Past & Present.

Programme
We made up an interesting programme which connects to the theme perfectly. Taking this theme into consideration it seemed us appropriate to have activities which are related to both the past of Edinburgh and the present. We also found two restaurants which we think are also adding value to the theme of this day. The group will be guided by foot from one point to another by members of Super Events.

Ice skating
Description The Ice skating is about helping each other. Some people can skate and others cannot. By bringing these people together they will help each other by telling how to do it; his is team building. It is necessary that the more experienced Ice Skaters help the non-experienced. In this way those non-experienced will learn how to stand on their feet and how to go forward, make curves etc. The participants will get the skates in the right format and after that everyone will gather at the spot where it is possible to Ice Skate. Every person is free to do what they want. An idea to have some more fun is to make challenges. For example they could compete who the fastest is or who makes the best move/trick. This is all up to the group and this should be discussed.

Goal The main goal of this activity is to give the new employees a good time. An underlying goal is to get them to help each other so they will bond. To get to know someone you need to talk; in this case people will make contact by helping the other. The participants can also compete in a challenge, this is always fun because they will laugh together and they can show what their qualities are. Explanation The reason why we picked this particular activity was because we saw it fitted in the theme. Ice Skating is done all over the world but it represents coldness, which is from the North and South Pole.

Teambuilding
Description In this activity the participants will work together and learn together. They will do different kind of smaller activities which are taken care of by the company Bristol Activities Centre. This teambuilding is really interactive and the course is based on the principle of experiential learning. Teams will complete a number of tasks that in order for them to succeed will require them to put into practice the elements of good teamwork. These tasks will be done in an outdoor environment to provide a unique opportunity for new employees to work and learn together. Goal The main goal of this activity is to let the new employees learn and work together by the means of completing tasks in an outdoor environment. In this way they will be a stronger team and they will find out weaknesses and strengths about each other. They will get to know the other in a fun and safe way. Explanation The reason for this activity is because we want the group to work together and to get to know each other. This Teambuilding is the best way of putting them together and they will have to discuss options and find the right way to complete these tasks. Another reason for this activity is the relation to the theme. The whole world must work together as a team, if not; we will not survive. It is important to be able to work in a team to reach an intended end result.

Lunch at Wagamama
Description The lunch will take place in the Wagamama restaurant in Bristol. A buffet will be set up by the restaurants staff. The Japanese food will be deliciously prepared by the cook who is a well known excellent cook in the area of Bristol. The group will take place in the benches or chairs which are already set up for them by the employees of the restaurant. Goal The goal of this lunch is to get the bellies of the new employees filled. Another reason why we planned this lunch is to get them to taste the typical Japanese divineness cooking culture. By sitting together and tasting a different kind of food the participants will talk about the food and discuss it, this way they will have contact and they will find out things about one another. Explanation The reason for choosing this restaurant is because it is Japanese. Japan is a country in Asia and because of the theme we wanted to have the activities, including lunch and dinner, to have its origins from different parts of the globe.

Dinner at Casa Mexicana

Description Dinner will take place in Casa Mexicana, a Mexican restaurant in Bristol. The waiters in this restaurant will take care of the set up and they will also take care of the food. Everything will be taken care of by the restaurant itself; the group will enjoy themselves while having a delicious Mexican supper. Goal The goal of the dinner is about the same as the goal for the lunch. We want to bring the group of new employees to a restaurant where they serve foreign food. In this case they at least have one thing to talk about if there is a problem in making contact. Another goal is to let them have a great time and we want them to enjoy their dinner before going back to the hotel again. Explanation The reason why we picked this restaurant is because it is Mexican; we already have the Asian restaurant for lunch so for dinner we wanted a restaurant with their culinary methods origin from a part of the world which is about the opposite of Asia.

Management aspect
This part of the project plan contains information about how to deal with the four main aspects in Management. These four aspects are Organisation, Time, Money and Information. By detailed describing and filling in these aspects we increase the chance of a successful project. These aspects are part of the well known management abbreviation TOQFIM. The two unmentioned aspects are Quality and Facilities. We do not use these aspects because they are not necessary in this project.

Organisation
We get our assignment from a commissioner. When this assignment is handed over we will study it and start thinking of solutions. Wish Events organization works like this:

To organize this project, we need to arrange everything with the companies of which we need help for the activities, lunch and dinner. We need to phone these parties a few weeks before the actual execution day. The welcome day is on the 20th of January so the best time to call them is in December; the best is to call them a month in advance. Transport needs to be arranged, two coaches in this case because the capacity per coach is about 40 persons. We are with 60 new employees, five staff members and three members from Wish Events. This makes a total of 68 persons so we divide this into about 34 per coach. The reservations for these coaches will be made on the 20th of December. We need to reserve the Ice skating track because we cant go there with 70 persons without any reservations. We will call this the company of JNLL also on the 20th of December so we have a definite agreement on what time we will be there. When we are on time with our reservations there will be no problems with overbooking or a full JNLL. The Bristol Activities Centre will be sent an e-mail with our demands before the 15th of December, in this case we have enough time to discuss and agree on everything. Both the Wagamama and the Casa Mexicana will be phoned up front to make a reservation for about 70 persons. We will discuss about what kind of food they will serve; a buffet or just 8

plate service. We will inform these two restaurants before the 20th of November as well because these kind of restaurants are mostly fully booked if we dont make reservations.

Time
The project started on the 11th of November 2008; the date we received the assignment. The Course of Action and the Project Plan will be handed in on the 13th of November 2008 and the actual welcome day is on the 20th of January 2009. We arranged an evaluation meeting after the welcome day to talk about how it went and how to improve ourselves for the next project. This evaluation day is planned about two weeks after the welcome day for the new employees, on Monday the 2st of February 2009.

Money
Before starting to think of all kind of nice and interactive activities and also before finding the most expensive restaurants we took a look at the budget for the project. The budget for the programme is 150, exclusive of VAT, per participant. All the 60 new employees participate so this makes a total of (60X150) 9000. After we knew this budget we started looking for exciting activities and good restaurants. The costs of the whole programme are shown below:
What Ice Skating (including skates) Teambuilding Lunch (all in) Dinner (all in) Coach bus Wish Events Salary (all in) Total Price in 4,40 20,00 19,00 30,00 750,00 Price in 5,34 24,28 23,07 36,40 908,78 750,00 Quantity 60 65 68 68 2 1 Total in 320,36 1.578,24 1.568,66 2.474,96 1.817,55 750,00

8.509,77

As shown in this table the whole programme will cost 8.509,77. We have a budget of 9000 so about 500 will be left over for emergencies.

Information
Our assignment is to organize a nice and joyful welcome day for 60 new employees of Tsolution. We will keep contact with Mrs. Van Dijk, our commissioner, through the use of telephone and e-mail. We will update her every week starting in the week where we start to make the first necessary reservations. This will be in the week of 15 December. We will keep our commissioner updated with information on the subject; how we have planned the coming weeks, which reservations are made, if there are any problems with the budget, etc. If Mrs. Van Dijk has any problems she can always call us. We will call her is there are any problems or if we need more information about the project. Some information about Wish Events is written below: Wish Events 208 Elmwise Street Walivern Link Bristol Great Britain Office phone* Denise Raoul Friederieke Julia Nick 0116 924 6492 06-10293846 06-29651430 06-65248091 06-97835412 06-53291049 contact@wishevents.co.uk denise_jamesson@hotmail.com raoul_chinetti@gmail.com friederieke_devries21@hotmail.com julia_vonmachtel@gmail.com nick_jansen90@hotmail.com

* available from Monday till Friday 09:30 17:00 We will always be of service if you might have questions or problems. We can be called night and day in case of emergencies. We have to make reservations for the welcome day and this will be done by the use of a phone or by the use of e-mail. The phone numbers and nessecary e-mail addresses of the companies we need to call are listed below: Bugler Coaches Phone 01225 444422 E-mail Website http://www.buglercoaches.co.uk/ JNLL Ice Skating Phone 01179 292148 Website http://www.jnll.co.uk/bristol.php Bristol Activities Centre Phone 0117 353 2299 E-mail Website http://www.bristolactivities.org.uk/ Wagamama Restaurant bac@bristol-city.gov.uk info@buglercoaches.co.uk

Casa Mexicana Restaurant 10

Phone Website

0117 922 1188 /

Phone Website

0117 924 3901 http://www.casamexicana.co.uk/

Scenario
Time 09:00 09:30 09:50 10:00 10:30 10:40 10:45 11:00 11:15 11:45 12:15 12:40 13:00 13:10 14:15 14:30 15:00 15:10 15:30 17:00 17:15 17:30 17:45 18:00 20:00 21:00 What Have Breakfast Meeting up with group Gather in front of hotel Coach bus Pick up Arrival Ice Skating Arrange everything with staff Ice Skating Get Skates Start Skating Start first challenge Start second challenge Finishing up and take skates back Coach bus Pick up and drive to Wagamama Arrival lunch atWagamama. Lunch Finish lunch and go to coach bus By coach bus to Bristol Activities Centre Arrival at Bristol Activities Centre Instructions from Bristol Activities Centre Start Teambuilding Programme Finish Teambuilding Programme By coach bus to Casa Mexicana Arrival at Casa Mexico Have a drink at Casa Mexico Start having first course Finish dinner and go to coach bus Arrival in Bath Whom Everyone from T-solutions Wish Events Everyone Everyone Everyone Wish Events Everyone from T-solutions Everyone from T-solutions The one who likes it The one who likes Everyone Everyone Everyone Everyone Everyone Everyone Everyone T-solutions employees T-solutions employees T-solutions Employees Everyone Everyone Everyone Everyone Everyone Everyone Where The Menzies Waterside Hotel in Bath The Menzies Waterside Hotel in Bath Front of Hotel (Bath) Front of Hotel (Bath) JNLL Centre Bristol JNLL Centre Bristol JNLL Centre JNLL Centre JNLL Centre JNLL Centre JNLL Centre Front of JNLL Centre and through Bristol Restaurant Wagamama Restaurant Wagamama Close to the restaurant Through Bristol Bristol Activities Centre Bristol Activities Centre Bristol Activities Centre Bristol Activities Centre Through Bristol Casa Mexico Bristol Casa Mexico Bristol Casa Mexico Bristol Casa Mexico Bristol The Menzies Waterside Hotel in Bath Notes Finish before 09:45 Meet up with staff members Watch out for traffic Count how many people

Help each other with problems Have Fun! Whos fastest to the other side? Who can make the best move?

Arrange last things with staff Everyone start conversation Watch out for traffic

Let them enjoy and cooperate

Evaluate teambuilding Arrange last things with staff Evaluate the day Watch out for traffic Wish Events thanks everyone

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21:30

Go home

Wish Events

* * *

09:00 - 10:00 Build up 10:00 - 21:00 Execution 21:00 21:30 Aftercare (evaluation with the group and staff members)

Sources
Photos Ice Skating (http://images.china.cn/site1006/20070405/00080287d096077e931104.jpg) Team Building (http://www.idtraining.eu/subject_pics/teambuilding.jpg) Lunch (http://www.vagablond.com/images/Soba%20Noodles%20In%20Broth.jpg) Dinner (http://www.casamexicana.co.uk/index.htm) Front Page (http://www.mgcpuzzles.com/mgcpuzzles/images/all_new_core_images/Corporate_Puzzles/te amwork_images/teamwork_team_work_team_A.jpg) Activities, lunch and dinner Ice skating (http://www.jnll.co.uk/bristol.php) Team Building (http://www.bristolactivities.org.uk/corporate.htm) Lunch (http://www.restaurant-guide.com/wagamama-bristol.htm) Dinner (http://www.casamexicana.co.uk/index.htm) Random information Project Management, Jan Verhaar, Boom Onderwijs. Course of Action and Project Plan, Next Xperience. UK Restaurant Guide (http://www.restaurant-guide.com/uk.htm) Whats On Bristol (http://www.whatsonbristol.co.uk/) Currency Converter (http://www.xe.com/ucc/)

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