The project is based on organizing a day tour to a major maritime company in Fremantle, WA, to introduce a business management class of 30 students to see how a good management program operates. As allocated budget, we have $ 10000 available funds, which will be detailed later in the project. To ensure that we succeed in the completion of the project each of the team members have been assigned with roles and responsibilities which were discussed and set out and agreed upon as a group. They are as follows: Agnese – Contact the company to discuss a price and suitable day for the tour.
Frances – Choose a venue to have lunch after the tour and to be able to discuss the students thoughts on the company’s management system. Frances will contact the venue to discuss a price, time and numbers of the students that will be attending. Girl – Get quotes of different bus companies and choose the best one, in terms of price, availability and flexibility. She will contact the most suitable company and book the bus for the date we have choose to have the day tour. Archie – Email students with the agreed time and date of the day tour and also design an informative brochure to print and hand out to the 30 students that will be attending.
Responsibilities Matrix TaskProject Team MembersOther Stakeholders Budget and contact with organisationAgneseFunding bodies, project sponsor, management relevant key external personnel Contact with the restaurant and arrange lunchFrancesManagement, employees and relevant key external personnel Plan B and arrange busFrancesManagement, employees and relevant key external personnel Timelines and brochuresArchieInternal clients, employees and relevant key external personnel Scope/Deliverables 1. Duration of trip altogether: 8. 00am-5. 30pm 2. Duration of tour: 11. 00am-2. 30pm 3. Number of students: 30
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Legal Issues/Safety Issues 1. Provide students with PPE 2. One day insurance to cover students outside of the college 3. Ensure that the brochure includes Health And Safety rules to include suitable footwear etc Stakeholders 1. Students of CIC 2. Cambridge school 3. Student Welfare 4. Fremantle foundry employees Project constraints/other issues 1. The budget 2. Bus breaking down 3. Students failing to attend 4. Company cancelling at last minute due to internal issues 5. Project timetable Two weeks before the scheduled departure to collect personal data from all participants such as phone numbers and email addresses.
Three days before the scheduled departure sending email with details and asking for confirmation appendix contained in the brochure. 8. 15 am all the students who will be attending the tour will meet in the front of the Cambridge International College. The names of all persons going on the tour will be on the check list. Distribute the brochures with the programme and the most important information to the students. 8. 30 am The arrival of bus and our departure to Fremantle. 9. 00 am Arrival in Fremantle welcoming and meeting with management at the factory and a short introduction takes place. 10. 30 am Morning tea is served.11. 00 am Factory tours begins. Familiarize everyone with all stages of production. 14. 00 pm Ending tour and going to Little Creature for lunch. Discussion of the relevant issues and answers to questions. 16. 30 pm Leave the lunch venue, check the list of students before departing on the bus and return to the College. 17. 30 pm Estimated time of arrival back at the Cambridge International College. Description of brochure: Double side booklet format B5, Printed in three colours, First page contains timeline of the tour and restaurant advertisement, Second page contains short information about the company.
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Project Activities code/WBS Activity Code Description Required Predecessor Duration Time ABooking the lunch venue and busDecision of the day tour1 hour BSend off memo about the day trip to studentsA15 minutes CMeeting point, college’s front at 8:00B-C15 minutes DCollect money from studentA-B-C10 minutes EPay Bus driverA-B-C -D5 minutes FMake sure all the students are on the busA-B-C –D-E5 minutes GArriving at destinationA-B-C-D-E-F45 minutes HIntroduction to tour guideA-B-C-D-E-F-G15 Minutes ICollecting the PPEs for the studentsA-B-C-D-E-F-G-H5 minutes LMorning teaA-B-C-D-E-F-G-H-I20 minutes
Below are provided the details of the expenditure that the team need to complete the project efficiently. The main amount of the budget is provided by the college, and $600 provided by student as day tour fees of $20 each per student. As a team has we reserved $1000 from the budget as contingency plan, which will be discussed later on the project. Project Name: Day tour to Fremantle Foundry Income Provided by college$ 9400 Provided by students$ 600 Total income $ 10000 Expenses Bus hire$ 1900 Morning tea$ 200 Lunch venue hire and lunch$ 1100 PPE hire$ 300 Printing Material$ 500
Contingency plan costs$ 1000 Total expenses$ 5000 Total$10000$ 4000 Finalising the project Once the project was finalised each member of our team went back to studying at the college and our mentor Ron went back to taking his lectures’. Procedures As a group, once we decided on the subject of the tour and all the activities involved we brought it forward to our mentor to get the final approval in order for it all to go ahead. The information that we submitted included the company profile which we decided to investigate, the estimated expenses based on our budget given.
We also created a timeline so that it was clear to us, all the tasks that we had to complete and help point out to us what we would need to get sign off’s for, these sign offs included: •Bus •Company Tour •Lunch venue •College resources We provided our students on the morning of the tour a brochure of the company that we were going to visit so that they could have a quick review of it before we got to our location to give them a general idea of what was involved in the company before the tour started.
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Reviewing the project Project Title: Trip to Fremantle Foundry & Engineering Co Project leader: Agnese Date: 21/4/2014 The presented project was a success, as everything went as planned and the students were left impressed by the new information that they gathered from the tour and the exchange of opinion that followed during the discussion time. The tour was over bit sooner than scheduled, but this did not affect the overall result because we had seen everything that was involved.
This lead us more time for open question and sharing opinion about the experience. Our team planned the project really well initially, but that soon changed as one of our group members left the class in the second week of beginning the project which meant that we had to re-asses each of our roles to include her roles also. We feel that although we lost a team member that our project was still carried out extremely well as it was a success and the students really enjoyed the trip and felt like they benefitted from both a social and educational aspect.