International Cultural Day 2015

Thuy Maria Le, Hanh, Karthika KR Chetti and Shangyin Gao

International Day

Event 2015

Thuy Maria Le, Karthika KR Chetti, Shangyin Gabriella

Gao and Hanh Nyegun

Project Scope StatementM

issi

on

Increase communication between International and domestic students.Encourage students’ interest in global learning. O

bjec

tives

Prove 15-20 countries’ cuisine• Eg. Japan, Russia,

Italy, China, Vietnam and Mexico.

Cultural Performance• Chinese dance• Eastern European

Dance• African Dance

Game & Sports

Dur

ation

& D

ate

Total six months preparation

1st January 2015 – 7th July 2015

Stak

ehol

ders

:

Universities• University of

Washington• Seattle University• City University of

Seattle

Local business• Microsoft• Amazon• Local communities

Project ConstraintsPr

ojec

t Res

ult

Schedule and budget issues can potentially affect event’s results

Proj

ect R

esou

rce

Limited budget may not be able to cover all purchasing costs.No enough resource to accomplish all requests.

Proj

ect T

ime

Fram

e

Two day events.Do not offer game and sport activities

Activ

ities

Per

form

ance

Limited cultural performance

WBS

• Establish overall plan

Initiation

• Budget • Build professional relationships

Sponsorship

• Contact publishers

Marketing

• UW place rental

Venue

Event Management

Grant Chart

Project Budget Estimation

No Activities Duration Hours Costs

1 Initiation 38 days 808 $21843

2 Sponsorship 39 days 584 $13757

3 Marketing 53 days 792 $15083

4 Venue 5 days 136 $2278

5 Event Management 5 days 136 $2918

Risks

Budget

Risk Universities and local organizations are the main sponsors for this event;

There is a possibility that there will not be enough budgets for covering all costs.

DescriptionEvent planners, programmers and team leaders must carefully manage and control their budgets. If there is no enough budgets, we have to cancel certain cultural performance, offer less food and drinks for cutting costs.

Solution

Risks Continue:

Schedule

Risk Employees and volunteers may delay their tasks which can potentially delay the entire schedule and timeline.Full time employees have other work to do.Full time student volunteers have their classes and part time jobs.

DescriptionEvent planners and programmers must discuss and make sure core employees and teams’ working schedule. Carefully sign students at their convenient time.Switch or replace volunteers.

Solution

Risks Continue:

Employees and volunteers management

Risk Volunteers are required to help for not only preparing the food, but also setting up the basic equipment and clean up afterwards for the event.There might not be enough volunteers.

DescriptionEvent planners and programmers must keep close connections with students associations.Student associations contain large amount of international students.

Solution:

Risks Continue:Risks Level Quantitative Qualitative

1 Budget 2 15% Low

2 Schedule 2 15% Low

3 Employees management

3 30% Low

4 Safety 3 30% Low

5 Quality 3 30% Low

6 Approval 4 40% Medium

7 Weather 5 80% HighConsequence

Possible

Project Control

Budget• CPI: • Earned value / Actual cost• Evaluate the percentage of the work that

has been accomplish.

• CV: • Earned Value – Actual Cost• Indicate how much over - or under-

budget the project is.

Schedule• SV:• Earned Value – Planned Value• Schedule Variance % indicates how much

ahead or behind the schedule a project is running in terms of percentage.

• SPI:• Earned Value / Actual Cost• An SPI value above 1 indicates the project

team is very efficient in utilizing the time allocated to the project.

Employee

• Employees’ schedule control and management

• Employees’ working performance control and management

Status of Report

Three Months Status of Report

Jan-March calculations show below. On Time On Budget

Status of Report ContinueMilestone WBS Planned Forecasted Actual Status

Deliverable WBS Planned Forecasted Actual Status

Make adjustments

Constantly define whether project is on schedule.

Track milestone and deliverable

Weekly Work Tracking Table

Project Conclusion

Schedule• Academic schedule

management• Employees

schedule management

• Constantly schedule tracking

Employee• Employee work

performance management

• Volunteers involvement management

Budget• Budget Control &

tracking

Historical Data• UW Global Event • SU International

Dinner• CityU Cultural Event

Thank youThank you