2018

The Wedding
Project Management Plan
A plan to create a memorable and magical wedding for Natalie and Alex.

PM-FP3000
4/10/2018
 1 The Wedding

Executive Summary
The objective of the wedding project is to plan an unforgettable wedding for Natalie and Alex using the
requirements and constraints as defined by the bride and groom. The wedding is projected to occur in
three months, in a reception hall, with an estimated 150 guests. The wedding should fall within the
budgeted total of $10,000.

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Table of Contents

Executive Summary.....................................................................................................................................1
Table of Contents.........................................................................................................................................2
Version Control............................................................................................................................................5
Project Charter............................................................................................................................................6
Preliminary Scope Statement......................................................................................................................8
Project Scope.............................................................................................................................................11
Project Overview...................................................................................................................................11
Project Scope.........................................................................................................................................11
Work Breakdown Structure (WBS).........................................................................................................12
Budget.......................................................................................................................................................13
Communications Matrix............................................................................................................................14
Media Choice Table...................................................................................................................................14
Glossary.....................................................................................................................................................15
Expectations Management Matrix.............................................................................................................15
Risk Matrix.................................................................................................................................................15
Project Schedule........................................................................................................................................16
Project Quality Plan...................................................................................................................................17
Introduction...........................................................................................................................................17
Plan Quality Management Processes:....................................................................................................17
Inputs:................................................................................................................................................17
Tools & Techniques:...........................................................................................................................17
Outputs:.............................................................................................................................................17
Perform Quality Assurance:...................................................................................................................17
Inputs:................................................................................................................................................17
Tools & Techniques:...........................................................................................................................17
Outputs:.............................................................................................................................................17

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Control Quality:.....................................................................................................................................18
Inputs:................................................................................................................................................18
Tools & Techniques:...........................................................................................................................18
Outputs:.............................................................................................................................................18
Project Human Resource Plan...................................................................................................................18
Introduction...........................................................................................................................................18
Plan Human Resource Management.....................................................................................................18
Inputs:................................................................................................................................................18
Tools & Techniques:...........................................................................................................................18
Outputs:.............................................................................................................................................18
Acquire Project Team.............................................................................................................................18
Inputs:................................................................................................................................................18
Tools & Techniques:...........................................................................................................................18
Outputs:.............................................................................................................................................19
Develop Project Team............................................................................................................................19
Inputs:................................................................................................................................................19
Tools & Techniques:...........................................................................................................................19
Outputs:.............................................................................................................................................19
Manage Project Team............................................................................................................................19
Inputs:................................................................................................................................................19
Tools & Techniques:...........................................................................................................................19
Outputs:.............................................................................................................................................19
Project Procurement Plan..........................................................................................................................19
Introduction...........................................................................................................................................19
Plan Procurement Management............................................................................................................19
Inputs:................................................................................................................................................19
Tools & Techniques:...........................................................................................................................19
Outputs:.............................................................................................................................................19
Conduct Procurement Management.....................................................................................................20

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Inputs:................................................................................................................................................20
Tools & Techniques:...........................................................................................................................20
Outputs:.............................................................................................................................................20
Control Procurement Management.......................................................................................................20
Inputs:................................................................................................................................................20
Tools & Techniques:...........................................................................................................................20
Outputs:.............................................................................................................................................20
Close Procurement Management..........................................................................................................20
Inputs:................................................................................................................................................20
Tools & Techniques:...........................................................................................................................20
Outputs:.............................................................................................................................................20
References.................................................................................................................................................21
Appendices................................................................................................................................................21

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Version Control

Version Number Assignment Number Date

1.0 U01a1 04/10/18

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Project Charter
Project Title: The Wedding

Project Start Date: Project Finish Date:

Budget: The wedding should not exceed $10,000.

Project Manager:

Project Objectives: The project deliverables include: bride and groom attire, wedding rings, hair and
makeup, accessories, the wedding venue and reception location decorated, catered dinner, wedding
cake, equipment rental, reception DJ, photographer, guest list, invitations, wedding day transportation,
ceremony schedule, reception favors, marriage license, officiant, wedding day/night hotel.

Approach:
 Create a breakdown that allocates the budget for each specific item.
 Research costs of services and products that are required for the wedding.
 Create a breakdown of available vendor choices for: wedding and reception locations, caterers,
cake, decorations, music, and photographer/videographer.
 Organize for fittings and alterations of wedding attire.
 Create a weekly schedule containing tasks that need to be completed by the wedding date.
 Review proposed choices and confirm it conforms with the budget.
 Confirm that the reservations and preparations for services are completed timely.

SWOT Analysis (Strengths, Weaknesses, Opportunities, & Threats)

 Strengths: Strong record management and documentation skills. High attention to detail and
organized.
 Weaknesses: Limited to no experience in wedding planning. Limited decision-making abilities
 Opportunities: Access to many bridal magazines and expositions. Access to volunteer
(family/friends). The internet.
 Threats: Unpredictable weather in the month of August. Increase in vendors rates. Indecisive
couple. More number of guests than expected, leading to insufficient food/beverages.
Known Project Risks, Constraints, & Assumptions
 Risks: Possible financial risk due to increase in rates in the summer months.

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 Constraints: Limited budget and tight schedule.

 Assumptions: It is assumed that we will be able to locate vendors who will be able to
accommodate the budget and will be available for the wedding date.
Roles and Responsibilities
Name Role Position Contact Information
Plan and execute Project Manager (954)856-7413
project deliverables
Natalie Get married, provide Bride (786)963-7536
funds for project, assist Project Sponsor
in decision-making of
project deliverables.
Alex Get married, provide Groom (786)259-6412
funds for project, assist Project Sponsor
in decision-making of
project deliverables.
Janet Execute project Maid of Honor (305)255-0523
deliverables. Coordinator

Code of Conduct
Each team member will be expected to behave and act based on the basic ethics of a project
professional. These actions include but are not limited to:

 Take care to keep teamwork at the forefront.

 Be honest with themselves and the team (internal and external)
 Take responsibility for all words and actions made
 Keep promises
 Working with the good of the project in mind to aim for exceptional results
 Be fair and consistent
 Maintaining integrity and commitment to their responsibilities
 Respect and listen to the opinions of others

Collaboration Tools
Communication tools to be used during the duration of the project:
 Skype
 Pinterest
 SharePoint
 Office365

Collaboration Skills

The following skills are expected to be expressed by each team member.

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 Willingness to work as a group

 Communicate effectively
 Committed to working as a joint force
 Engage fully
 Embrace failure
 Ability to ask for assistance

War Room

The war room will be located at the home of the project sponsors (the bride and groom to be). There is a
large main table with comfortable chairs surround it. There are several technology tools such as a PC and
monitor along with outlets available to connect laptops and tablet devices. Wireless connectivity is
available. Office supplies available for use include a whiteboard with markers, pens, pencils, notepads,
and sticky notes. There is wall space available for a cork bulletin board and tacks to assist with visual
representation. Not far from this space is a kitchen with a coffee-maker, refrigerator, and space for food.
The space will be available for every meeting and whenever either of the sponsors are available for
guests.

Preliminary Scope Statement

Project Name: The Wedding

Project Manager:
Team Members. 1. Natalie
2. Alex
3. Janet

A. Commitments. As a project team we will:

1. Follow through with the project until completion.

2. Report schedules, times, costs, and budget constraints precisely.
3. Communicate effectively with all team members to keep them informed
and abreast of any changes that may occur.

B. Team Meeting. The participation ground rules include:

1. Be proactive.
2. Do no incite conflict with any team members by appointing blame should
any problems arise.
3. Be courteous and open to the thoughts and ideas of another.
The communication ground rules include:

1. Discuss information clearly and concisely.

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2. Stay on track with meeting discussions. Do not veer off the current topic.
3. Allow every member the chance to speak and provide input.
The problem-solving ground rules include:

1. Be open and expand on new ideas.

2. Allow for every voice to be heard.
3. Do not let a difference of opinion create an argument.
The decision-making ground rules include:

1. Discuss alternate options.

2. Discuss results of each decision including their effects on schedule and
cost.
The conflict-handling ground rules include:

1. Understand that conflict provides opportunity for development.

2. Listen to both sides of an argument and find a common ground.
3. Don’t allow for escalation by keeping your tone neutral.

C. Meeting Guidelines. 1. Meetings will be held every Sunday and Wednesday at 3 p.m.
2. Meetings will be called by
3. Agendas will be issued every two days in advance by Janet.
4. Meetings will be facilitated by.
5. Evaluations of meetings will be conducted every two weeks.
6. Janet will issue minutes within one day of the meeting.

D. Meeting Procedures. 1. Meetings are to start on schedule.

2. Members are expected to be prepared for each meeting.
3. Issues that are unresolved by the end of the meeting will be carried over
to the next.
4. Each meeting will end with a ten-minute review and discussion of items
to which prepare for to be discussed in the next meeting.

Team Member Signatures:

____ _________

Project Manager:

_______Natalie________________

Project Sponsor (Bride): Natalie

_______Alex___________________

Project Sponsor (Groom): Alex

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_______Janet__________________

Coordinator (Maid of Honor): Janet

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Project Scope
Project Overview
Natalie and Alex have recently gotten engaged and have entrusted their friend, Nicolette, to plan a
memorable wedding. The wedding is to take place in three months. There is a limited budget of $10,000.
Natalie and Alex wish to have a simple wedding, only including their closest family and friends. The
wedding plans will not include the honeymoon as it will be paid for by the bride and groom’s parents.

Project Scope
The scope of this project includes and excludes the following items:

In scope:
 Project documentation: including scope document, team contract, project charter, etc.
 Wedding venue
 Guest list
 Wedding décor
 Wedding rings
 Bride and Groom attire
 Wedding reception
 Cake design
 Food and beverage
 Music band
 Photography and videography

Out of scope:
 Honeymoon
 Accommodation Reservations
 Bachelor and bachelorette parties
 Bridal shower
 Rehearsal dinner
 Engagement party

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Work Breakdown Structure (WBS)

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1. Project: Wedding

1.1 Initiation
1.1.1 Evaluation and recommendations
1.1.2 Create a project charter
1.1.3 Submit to project sponsors and they review the project charter
1.1.4 Sign and approve project charter

1.2 Planning
1.2.1 Develop initial scope statement
1.2.2 Set up project team
1.2.3 Begin project team meetings for planning
1.2.4 Create project plan
1.2.5 Submit project plan for review and approval

1.3 Execution
1.3.1 Kickoff project with initial meeting
1.3.2 Confirm and validate requirements
1.3.3 Design wedding reception and ceremony
1.3.4 Procure vendors for drinks, music, food, flowers, video/photography
1.3.5 Attain bride and groom attire
1.3.6 Create guest list and send invitations

1.4 Monitoring and Control

1.4.1 Update project plan with progress
1.4.2 Continue hosting status meetings
1.4.3 Open communication with vendors
1.4.4 Review risk management plan

1.5 Closure
1.5.1 Review vendors
1.5.2 Document what was learned for future ventures
1.5.3 Update records
1.5.4 Seek formal approval from project sponsors

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Budget

Microsoft Excel
Worksheet

Communications Matrix

Information Provider Recipient(s) Frequency Medium Location

Status Report Coordinator PM Daily Verbal
Status Report PM Sponsors Bi-weekly E-mail SharePoint
Cost Report Coordinator PM Weekly E-mail Outlook
Verbal and Home of
Financial Report PM Sponsors Weekly written report to Sponsors/
be provided Outlook
Home of
Status Meeting All All Bi-weekly Face-to-face
Sponsors
Urgent Issues Coordinator PM As needed Verbal
Urgent Issues PM Sponsors As needed Verbal
Coordinator Bi-weekly or
Action Items PM Verbal and e-mail Outlook
and Sponsors as needed
Change Order Coordinator PM As needed Verbal and e-mail Outlook
SharePoint with
Change Order PM Sponsors As needed E-mail
cost estimate

Media Choice Table

Key: 1 = Excellent 2 = Satisfactory 3 = Inappropriate

Meetin
Medium: Hard Copy Phone Call Voicemail E-mail SharePoint
g
Determining commitment 3 2 3 3 1 3
Developing agreement 3 2 3 3 1 1
Mediating conflict 3 2 3 3 1 3
Resolving misinterpretation 3 1 3 3 2 3
Confronting negative
3 2 3 2 1 3
conduct

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Expressing support 1 2 2 1 2 3
Encouraging creativity 2 3 3 1 3 3
Passing on reference
1 3 3 3 3 1
material
Asking questions 3 2 1 1 3 3
Making a simple request 3 3 1 1 3 3
Making an elaborate request 1 2 1 2 1 1
Giving complex directions 3 3 3 2 1 2
Addressing the team 2 3 3 2 3 1

Glossary

Term Definition
Bi-weekly Appearing or taking place twice a week

Expectations Management Matrix

Priorit
Measure of Success Expectations Guidelines
y
Concentration on meeting
The scope statement provides clear
mandatory requirements
Scope 2 mandatory and optional
before proceeding to
requirements.
optional ones.
Project sponsors and
manager should be
The completion date of the project is
Time 1 informed in any issues
final. Every deadline must be met.
arise that may affect
reaching scheduled goals.
The budget of the project has been There are strict guidelines
set, however, it is of the upmost relating to project
Cost 3 importance to the project sponsors. If expenses. Cost is vital, but
additional funds are needed, they may meeting scope goals and
be available if justifiable. schedule takes priority.
Quality is crucial. The expectation is
All quality standards
Quality 5 that the requirements will be followed
should be followed.
to ensure value.
It is expected that we will act
Project sponsor requests
professionally, answer questions
Customer Satisfaction 4 should be replied to within
appropriately, and work
24 hours.
collaboratively.

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Risk Matrix

This risk matrix table provides a method to identify and manage risks of the project in order to ensure its
success. The table classifies mitigation actions required for each risk and who in the organization holds
responsibility for overseeing and mitigating the risks. It will assist it making decisions that will affect the
progress of the project. All risks currently categorized as being on a watch list as do not pose an
imminent threat. In case of severe risk, point of contact should be the project manager who will proceed
with mitigation.

Intensity of Risk Key: ( Yellow = Low ) ( Orange = Medium ) ( Red = High )

Description Probability Severity Mitigation Risk

Risk Category Risk Owner
of Loss (L,M,H) (L,M,H) Approach Rank
Venue
allocates
Unanticipated Overcrowded additional
Logistics H L Coordinator 2
guests arrive space seating for
unexpected
guests
Emergency
Inclement Low
Logistics M M tent in case PM 1
weather attendance
of rain
Place fine
Less people
Loss of print on RSVP
than
Budget money on M H (if no show, Coordinator 3
anticipated at
plates of food responsible
reception
for plate)
Live band and
No lights or
Power loss Equipment H H candles for PM 4
DJ
back-up

Project Schedule

Microsoft Project
Document

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[GUIDANCE: Moving towards Distinguished Performance on the Project Schedule

Please add this additional information in the appropriate places in the body of the section above. Here
are some additional things that may be added to the template to customize it or elaborate on
information that is known about the project:

 Separate Word Document explaining and clarifying the schedule.

 If the Task is Greater than 8-10 Working Days, it May Need to Be Broken Down Into Smaller Tasks
 Schedule Shows Predecessors to Tasks.
 Use of the Note Feature in MS Project.
 Use of the Comment Feature in MS Project.
 Use of the Hyperlink Feature in MS Project.
 Add Resources to the Tasks.
 Customize the Look of the Gantt chart.
 Create a Callout on a Specific Task that will need Attention.]

Project Quality Plan

Introduction
This project quality management plan will detail the processes and activities to be used to manage the
project in order to ensure the end product and result to meet and surpass the quality standards set
forth. The three processes included in the plan are quality plan management, quality assurance
performance and quality control.

Plan Quality Management Processes:

Inputs:
Project charter, management plan, and project documents.

Tools & Techniques:

Professional judgment, data gathering and analysis, decision-making, data representation, and
meetings.

Outputs:
Quality management plan, metrics, and updates to project management plan/documents.

Perform Quality Assurance:

Inputs:
Project management plan and project documents.
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Tools & Techniques:

Data gathering and analysis, decision-making, data representation, problem solving, and design
plans.

Outputs:
Quality reporting, change requests, project management plan updates, and project document
updates.

Control Quality:
Inputs:
Project management plan, project documents, approved change requests, deliverables, and
environmental factors.

Tools & Techniques:

Data gathering and analysis, review, deliverable evaluations, data representation, and meetings.

Outputs:
Quality control measurements, verified deliverables, work performance evaluations, change
requests, project plan and project document updates.

Project Human Resource Plan

Introduction
The human resource plan will outline the project’s team, their individual roles and responsibilities, how
the resources will be attained, how to manage and provide training if required.

Plan Human Resource Management

Inputs:
Resource requirements to outline the human personnel needed and how they are associated
with activities of the project. To identify the necessary skills required for the project, previous
organizational processes will be reviewed.

Tools & Techniques:

Team meetings will help ensure that the team is involved in all the processes. Networking will
identify possible impacts on the project.

Outputs:
An organizational chart can be used as a visual diagram to display the team’s hierarchy. The roles
and responsibilities of each individual to define their position in the project.

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Acquire Project Team

Inputs:
A human resource management plan to explain the needs of the project. As well as a description
of organizational processes to determine skills necessary.

Tools & Techniques:

Assign team members to positions within the team and influence others to join the team.

Outputs:
A restructured organizational chart to include new members and an updated project
management plan.

Develop Project Team

Inputs:
Create a calendar to classify each team member’s timeline. A human resource management plan
to explain the needs of the project.

Tools & Techniques:

Open communication with all members and training for necessary skills.

Outputs:
Performance assessments to determine how the individuals complement the team’s initiatives.

Manage Project Team

Inputs:
A human resource management plan to explain the needs of the project and the performance
assessments from the former stage.

Tools & Techniques:

Conflict management, collaboration, and problem-solving.

Outputs:
Updated organizational process and project management plan.

Project Procurement Plan

Introduction
This plan will encompass all activities for acquiring products and services from external vendors.

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Plan Procurement Management

Inputs:
The project schedule and work breakdown structure.

Tools & Techniques:

Meetings with project team and vendors, as well as market research.

Outputs:
Management plan for procurement: decisions on products and services required.

Conduct Procurement Management

Inputs:
Quotes from vendors

Tools & Techniques:

Negotiation on prices with vendors and project manager to assist in decision-making.

Outputs:
Vendors are chosen and update project management plan.

Control Procurement Management

Inputs:
Set up contracts with vendors.

Tools & Techniques:

Audit the performance of vendors and make payments or changes where applicable.

Outputs:
Performance reports and update processes.

Close Procurement Management

Inputs:
Document performance, quotes, and schedules to be included project management plan.

Tools & Techniques:

Final effort for negotiations and audit procurement methods.

Outputs:
Final payment on all statements to close the procurement cycle.

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References

Grey Campus. (2018). Procurement Management Process.

https://www.greycampus.com/opencampus/project-management-professional/procurement-
management-process

Grey Campus. (2018). Quality Management Overview.

https://www.greycampus.com/opencampus/project-management-professional/quality-management-
overview

Grey Campus. (2018). Resource Management Plan. Retrieved from

https://www.greycampus.com/opencampus/project-management-professional/human-resource-plan

Project Management, I. (2017). Guide to the Project Management Body of Knowledge (PMBOK® Guide)
— Sixth Edition and Agile Practice Guide (ENGLISH). Newtown Square, PA: Project Management Institute.

Ward, G. F. (2001). The WBS dictionary – extending the work breakdown structure: proof at last. Paper
presented at Project Management Institute Annual Seminars & Symposium, Nashville, TN. Newtown
Square, PA: Project Management Institute.

Appendices

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