MGT 312 – PROJECT CHARTER
Project Title: Annual Office Picnic
Project Sponsor: Pharaoh Khufu
Date Prepared: Jan 25, 2021
Project Manager: JL Jackson
Project Customer: Jim Caldwell
Project Purpose or Justification
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. June 25, 2021
2. Water you Doing Annual Office Party-theme is nautical, colors are red white and blue.
3. Fort Monroe Beach/Paradise Ocean Club
4. Admittance to the pool plus a food voucher and drink is covered/also food will be cooked at the location.
5. Beach volleyball, badminton, corn hole and other activities will be available.
6. Paradise Ocean club has a kid’s menu plus the food provided will be of American fare.
7. There will be raffle gifts as well as giveaways throughout the duration of the event.
8. Improve attendance rate of management team
9. Marketing will be conducted on all social media platforms as well as through the company email system.
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
June 25, 2021 Fort Monroe Beach/Paradise Ocean Club
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
Jim Caldwell – CEO
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
JL Jackson
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
Kristina Roth – Sales
kroth@ CNF.com
Jacob Burns – Customer Service
jburns@ CNF.com
Rachel Jules – Marketing
rjules@ CNF.com
Brett Lyons – IT
blyons@ CNF.com
Raymond Jones – HR
rjones@ CNF.com
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
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