project management
allirohoman
DreamVacationexample.pdf
Dream Vacation Capella University: Project Management
A plan that covers a family of 4 traveling to 5 different countries in three weeks or less with a budget of $35,000
2019
Travis Kelly PM-FP3000 2/13/2019
1 Dream Vacation
Executive Summary
The Hopkins family wants to have a family vacation that will include visiting five different countries within a three-week span. The family will be traveling with a total for four members—two adults and two children. The budget for this trip has been set at $35,000. Our project manager, Travis Kelly, has agreed to help plan this once in a lifetime trip for the Hopkins family.
The PM has determined that the best method to accomplish the Hopkins family needs, is to place them on a cruise ship. With traveling on a cruise ship, the family will not have to worry about trying to get to country to country. The ship will simply take the family from place to place, while the family can enjoy themselves during the process. This options also eliminates high risk factors that would have played a role if, for example, the family decided to fly from country to country or even drive. With eliminating the risk for missing flights and packing and unpacking time and again, the family can truly relax and enjoy their trip.
As part of the family’s budget, the Hopkins family has agreed to arrange for their own travels to and from the Atlanta airport. The PM will book a flight from Atlanta airport (ATL) to Rome, Italy (FCO) where the cruise ship will leave from. The flight will be a round trip ticket and the family is aware that passports will be needed for travel. The PM will verify each family members passport in May, giving the family an addition six months if the passports are not valid. The PM will be booking private transportation for the Hopkins family from FCO to the cruise port. All the detailed information about who to contact and numbers will be provided to the family after all booking is complete.
In the event of miss fights, the Hopkins family will need to contact the airlines to reschedule a flight. The current flight will give the Hopkins family six and a half hours to travel from the airport to the cruise port—a drive that takes about forty-five minutes. In the event that the private van does not show, the Hopkins family will be taking a taxi to and from the port instead.
Once the family is on board, the risk factors are essentially eliminated. The only factors that the family needs to lookout for is when the cruise ship will leave the port. The family will be provided with a daily itinerary once on ship providing the times the ship will dock and when the ship will leave the port. It is up to the family to adhere to these times. The ship will be making seven stops along the journey and the PM has given a budget for each stop that the family should adhere to. The budget for each port visit will cover excursions—money the family can spend on activities and adventures within that port—and gifts. Additionally, there has been set aside one-thousand dollars for the casino. Furthermore, there has been roughly nine-hundred dollars put aside for emergency funds. These funds are used in case the PM might have forgotten an item or if the family needs it for additional resources elsewhere. During departure from the ship, the family will have a private van waiting for them at the dock to take them to the airport. In the event that the ship is late into port of the flight is delayed/canceled the Hopkins family will need to speak to a Delta airline
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representative at the airport to rebook their flights. The return flight is not on a tight schedule and is a low risk factor.
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Table of Contents
Executive Summary..................................................................................................................................... 1
Version Control............................................................................................................................................ 3
Project Charter............................................................................................................................................ 4
Stakeholder Register.................................................................................................................................... 5
Work Breakdown Structure (WBS)........................................................................................................... 7
Budget......................................................................................................................................................... 9
Communications Matrix............................................................................................................................ 10
Risk Matrix................................................................................................................................................. 11
Project Schedule........................................................................................................................................ 13
References................................................................................................................................................. 14
Appendices................................................................................................................................................ 15
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Version Control
Version Number Assessment Number Date 1.2 1 2/15/2019
1.1 Updates (Assignment 2, Assessment 2) Added a new organizational diagram. Completely redone and reorganized to fit the criteria
better. Created a new WBS with better detail and more appropriate categories for project. Along with
better and clearer breakdown for each category. Separated the budget under Project Charter into more subcategories to disperse the budget
more, instead of one big lump sum. Updated the Stakeholder Register detail. Removed Role category and replaced it with
internal/external category instead. Updated the communication matrix grid and provided more detail about how the
communication process will take place. Updated Risk Matrix grid with colors associated to the low, medium, and high
probability/severity. Included a detailed synopsis of risk management under the risk matric grid.
1.2 Updates (Assignment 3, Assessment 1) Updated references Created a new Microsoft Project that is more detailed and covers all the required task. Developed a budget via Excel that included the breakdown of all the cost for each task as well as
subtotals for each phase. Updated the budget table in this document along with the attached file associated with this
document. Updated the Microsoft Project attached file to this document. Updated the budget breakdown. Updated Stakeholders register table Updated Stakeholders assessment
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Project Charter
Project Title: Dream Vacation
Project Start Date: Project Finish Date:
Budget: Cruise: $18,800.00 Flight: $2,900.00
Transportation: $280.00 Excursions: $6,500.00
Gifts: $3,250.00 Emergency: $600.00
Entertainment: $1,000.00 Passports: $550.00
Drink Packages: $800.00
Project Manager: Travis Kelly
Project Objectives: With a budget of $35,000 a family of four will visit five countries in three weeks or less. Present a detailed outline with times and cost; Including, travel to and from airport, room and board, location of planned stops, budget for each activity, and detail breakdown of the budget cost.
Approach:
Rome and Board: Due to the family size and to minimize risk factors, a cruise is determined to be the best option for this vacation for the price. The cruise ticket will cover room, board, and food for the family.
Travel to/from airport: The family will have a family member drop and pick them up from the Atlanta airport to save some money. There will be a private van to pick up and drop off the family in Rome once they have landed.
Timeline and budget graph: This information will be presented to the family in a chronological timeline created to outline their trip. There will also be a pie graph showing how the money in the budget is being used.
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Location of Planned Stops: An itinerary will be presented to the family outlining the cities and countries the cruise ship will be stopping at along with the duration of each stay there.
Budget for each activity: An excel file will be presented to the family breaking down the budget and what is allotted for each type of activity along with an emergency fund.
Stakeholder Register
Stakeholder Identification
Name Internal/External Position Contact Method Travis Kelly External Project Manager Phone/Email Justin Hopkins Internal Family Phone/Email Michelle Hopkins Internal Family Phone/Email Logan Hopkins Internal Family Parent/Email Olivia Hopkins Internal Family Parent/Email
Stakeholder Assessment
Requirements Communication Needs
Frequency of Communication
Expectations Influence on the Project
Interest and Power
Booking Flight High Monthly $2,855.32 High High Booking Cruise High Monthly $18,721.92 High High Transportation Low Monthly $267.08 Low Low Passports High Monthly $520.00 High High
Stakeholder Classification
The project manager, Travis Kelly, will be responsible for obtaining all documentation for booking both the flights for the family and the cruise line itself. Once all provided documentation has been received from the family—such as passport verification, payment method, ext—the project manager will then proceed with booking for all family members. Transportation to and from FCO (Rome airport) will also be booked by the project manager on behalf of the family. Transportation will cover to and from the airport to the cruise port in Rome, Italy. A private van will be secured for the family and will need to seek the company’s driver one landed at FCO airport. The family has agreed to have their own transport to and from Atlanta airport by means of an immediate family member.
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Work Breakdown Structure (WBS)
Family of 4 Dream Vacation
1. Location
1.1. Attractions in area
1.2. Weather to expect
1.3. General knowledge of area
1.4. Tours available
2. Travel
2.1. Flight Ticket PM-FP3000 | Confidential
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2.2. Cruise Ticket
2.3. Airport shuttle
3. Cost
3.1. Flight cost
3.2. Cruise cost
3.3. Excursions
3.4. Gifts
3.5. Casino
3.6. Internet Cost
4. Administration
4.1. Passports
4.2. Foreign Money
4.3. Trip insurance
4.4. List of clothing to take
5. Communication
5.1. Emergency contact
5.2. Internet connection on ship
6. Excursions
6.1. What to visit
6.2. Purchase tickets in advance
6.3. Daily trip plan
6.4. Maps
6.5. Shopping locations
6.6. Expected cost
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Budget
Microsoft Excel Worksheet
Item Cost % of Budget Suite Cruise Tickets (4) $18,721.92 53.49% On Board credit ($400.00) -1.14% Flight to Rome, Italy $1,427.66 4.08% Flight to Atlanta, GA $1,427.66 4.08% Private Car from Airport to Port $133.54 0.38% Private Car from Port to Airport $133.54 0.38% Adventures in Cities $6,500.00 18.57% Gifts from visited cities $3,250.00 9.29% Casino Money $1,000.00 2.86% Emergency/Extra Money $1,163.68 3.32% Passport Fees $520.00 1.49% Drink Package $1,072.00 3.06% Internet Package $50.00 0.14%
Total: $34,600.00
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Communications Matrix
Information Provider Recipient(s) Frequency Medium Location Status Report PM Family Monthly Email SharePoint Booking confirmation PM Family Once Email/Mail SharePoint Passport Check Family PM Once Email SharePoint
Glossary
All the way up until the month before the Hopkins family leaves for vacation, the project manager will send a monthly status report email. The status report email will consist of any changes that have been made since previous report. A week prior to departure, the project manager will send one last status email to the family with all the projected weather for each travel location to help the family get a better understanding on what to pack and expect at each stop. Once booking has been confirmed for the flights and cruise stateroom, a onetime email will be sent to the family with all the provided information and confirmation numbers. Along with the email, a physical paper copy will be mailed to the Hopkins home address. It is the responsibility of the family to verify said documents and report to the project manager and discrepancies. Finally, the project manager is expecting to receive a one time email with the family’s passport information six months prior to departure date—six months because in some cases that is how long it can take to get a passport made, so if no passports are presented to the project manager, then the family is responsible to get the made that day. The family will send a onetime email to the project manager no later than May 29th with a copy of each family members passport. In the even the family does not have a passport made by that date, then it is the responsibility of the Hopkins family to start the registration process for the passports by May 29th.
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Risk Matrix
Risk Probability (L,M,H) Severity (L,M,H) Mitigation Approach
Arrive late to airport L M Check traffic conditions day of departure and make sure there is enough travel time.
Miss flight from Atlanta, GA to Rome, Italy
M H Make sure to keep an eye on the weather a week prior to departure. Change flights if need be.
Arrive late to the port from the airport in Rome
L H There is currently a 6.5-hour cushion from arrival time to when all parties need to be on bored. If flight is delayed, make sure the company who is picking up the family is informed
Arrive late to Rome airport from Port
M L Getting back home is not a huge factor as the days are flexible now. Change flights in need be.
Miss flight from Rome, Italy to Atlanta, GA
M L Return days back to Atlanta, GA are flexible and not crucial. If flight is missed, rebook a new flight.
There are only two major risk factors that can derail the Hopkins family vacation trip. As listed above, two of the risk factors deal with getting to the Atlanta airport—accounting for traffic and weather conditions—and no flight delays/cancelation from ATL to FCO. Arriving to Atlanta airport is a low probability with a medium severity level as many factors can be accounted for by the family to avoid this problem. However, the flight from ATL to FCO being delayed or canceled is a medium probability that has a high severity level. There is nothing the family can do to prevent this problem other than keep an eye out for the weather leading up to departure date, and if weather looks to be bad, rebook the flight to an earlier time. Once at the airport in Rome, Italy, the family needs to make sure that they contact their private transportation and start heading to the port. If they transportation to the port is missed, there is a high severity level as they will not be able to get on the ship. However, there is a low probability of this happening as there is a six-and-a-half-hour cushion for the family to make it to the port that is only forty- five minutes away. Lastly, with both probability of missing the flight from FCO to ATL and/or arriving late to the airport from the port at medium, the severity is low due to there are no time restrains on when
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the family needs to return to Atlanta by. If either one of these events happen, the family can simply rebook a flight that is later with no repercussions to the vacation.
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Project Schedule
Microsoft Project Document
References
16 Night Suez Canal Cruise. (n.d.). Retrieved February 10, 2019, from
https://secure.royalcaribbean.com/cruises/itinerary/16-night-suez-canal-from-rome-
civitavecchia-on-jewel/JW16ROM-29170762?sail-date=2019-11-30¤cy&wuc=USA
Delta. (n.d.). Retrieved February 11, 2019, from https://www.delta.com/
Private Transfer. (n.d.). Retrieved February 12, 2019, from
https://www.travelonline.org/cars/search/search?
search[from]=10&search[to]=13&search[when_day]=30&search[when_month_year]=11-
2019&search[passengers]=4&submit
Project Management Methodologies. (2018, November 29). Retrieved February 14, 2019,
from https://zenkit.com/en/blog/7-popular-project-management-methodologies-and-what-
theyre-best-suited-for/
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Appendices
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