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Sea battle project management

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  • 1. Project Charter Template Project Name: Mediterranean SEABATTLE Prepared by: Erasmus Student Network Date: 10-13 April 2011 Purpose/Business Need: The ESN Sea Battle is a cruise for international students from several countries in South Europe. The main organizer is ESN Turkey. These general conditions are only valid for Students participating via an ESN section from Greece. The general conditions by ESN Turkey are valid also for participants from Greece but these general conditions are an extension for the participants from Greece. Product Description and Deliverables: ESN Sea Battle is a three-day cruise over the Mediterranean Sea where 2,100 international students from all over Greece, Turkey, Italy, Spain join to party on board. The itinerary is usually: 1. The experience starts with trip from Istanbul West Harbor. From Istanbul you take a ferry to Athens where you join your Greek fellow students. Let the party begin! 2. After a wild night on board you land to beautiful Rome and spend the day there. In the evening you’ll board back to the ferry with ESN Turkey, Italy and Spain and party through the night! The more the merrier! 3. You arrive at Rome and spend the day there. In the afternoon, you take a ferry back to Istanbul and head back to Ankara. Usually there are 2 cruises during the academic year, in October-November and in April-May. Project Management: PMI’s approach Assumptions, Constraints, Risks: 1. More than 2000 people will participate 2. Participants from each countries will be coordinated by national ESN sections. 3.Ticket selling is done by volunteer work force (ESN Network) 1. Limited time during specific date 2. Limited participant 3. Limited budget 4.Legal constraints, taxes 1.Resignation of sponsor due to unexpected economic problems, crisis. 2.Any technical problems that my cause the ship to sink. 3.Any circumstances may cancel flights and make the dates unavailable. Communication and Reporting: Chain of Contact: National coordinators will inform Project Manager weekly and he will give reports to the sponsor firm in the same frequencies. Each participating local section of ESN Greece has to announce a local coordinator. The local coordinator is the only contact person for the individual participants. He will be in contact with the national coordinator of Greece. The national coordinator of Greece is the only responsible that communicates with ESN Turkey about the Sea Battle. ESN Turkey and ESN Greece have the right to send mails to the participants about important information concerning the cruise. Change Management: ESN Turkey reserves the right to alter the route or itinerary for Sea Battle. No refunds will be given in such changes, in case there is a delay, in case of weather conditions that affects ESN Sea Battle, medical conditions of passenger, or other comparable situations. Approval Project Manager: Salih Odabasi Sponsor: İstanbul Deniz Otobüsleri
  • 2. Scope Statement Template Project Name: Mediterranean SEABATTLE Prepared by: ESN Turkey Date: 11-13 April Project Scope: In this project, we can summarize the main works to do as basic preparations, arrival organization from countries, entertainment and satisfying needs of participants and creating close down report and PR materials. Product Scope: ESN Sea Battle is a six-day cruise over the Mediterranean Sea where 2,100 international students from all over Greece, Turkey, Italy, Spain join to party on board. The itinerary is usually: 1. The experience starts with trip from Istanbul West Harbor. From Istanbul you take a ferry to Rome where you join your Italy fellow students. Let the party begin! 2. After a wild night on board you land to beautiful Athens and spend the day there. In the evening you’ll board back to the ferry with ESN Turkey, Italy and Spain and party through the night! The more the merrier! 3. You arrive at and spend the day there. In the afternoon, you take a ferry back to Istanbul and head back to Ankara. Usually there are 2 cruises during the academic year, in October- November and in April-May. All passengers MUST have a valid id card to board the ferry. If you are a citizen of a country within Schengen you only need a Schengen valid id. Other citizens may need a passport and possibly a visa. Contact you embassy for more information. ESN will not refund your ticket if you have passport/visa troubles. Check with embassies to make sure you have the right documents with you. There is always a minimum number of passengers that is required for Sea Battle to take off. If nothing else is mentioned the number is a minimum of 1000 passengers. If participation numbers are lower, we may cancel the event. For a cruise to be cancelled we will inform you at least 4 weeks prior to departure. ESN Turkey will inform travelers and/or sections of cancellations via e-mail. All money paid for a cancelled cruise will be returned to the traveler as soon as possible. It will be the local ESN sections that will refund the individual passengers. ESN Turkey will only refund local ESN sections and passengers that have bought their tickets directly from ESN Turkey. Project Deliverables: Making preparation, Organizing arrivals, Working on board, Closing down Making preparation: Deliverable A • Communicating with main sponsor • Ticket selling • Preparing necessary informative documents • Collecting contracts from participants • Checking if all the necessary tranactions are done so far. (money transfers, invitations etc.) Organizing arrivals: Deliverable B • from Turkey on 11 th April • from Greece on 11 th April • from Spain&Italy on 10 th April Working on • Briefing participant about rules.
  • 3. WBS of Mediterranean Seabattle 1. Making Preparation 1.1. Communicating with main sponsor regularly to organize the trip mainly. 1.2. Ticket Selling 1.2.1. Coordinating ESN Sections from Turkey/Greece/Italy/Spain 1.2.2. Selling Tickets to Individuals 1.2.3. Selling Tickets to ESN Members from the other countries 1.3. Preparing necessary informative documents 1.3.1. Defining rules 1.3.2. Sending documents as an e-package 1.3.3. Sending invitations if necessary for visa 1.4. Collecting contracts from participants 1.5. Checking if all the necessary tranactions are done so far. (money transfers, invitations etc.) 1.6. Organizing Activities for the cruise 1.6.1. Organizing “Speed dating” & “Karaoke” by ESN Entertainment Team 1.6.2. Organizing “Italian Cuisine Lunch” in Rome by ESN Rome Team 1.6.3. Organizing “Guided Tour in Crete” by ESN Crete Team 1.7. Arranging Night Life in cruise 1.7.1. Scheduling a DJ for the trip 1.7.2. Working on feasibility of making discounts in Bars and special offers in Tax Free shops in the ship 1.8. Organizing Buffet in cruise 2. Organizing Arrivals 2.1. Organizing people to get in the ship from Turkey 2.1.1. Providing transportation to the port 2.1.2. Checking in before leaving 2.2. Organizing people to get in the ship from Greece 2.2.1. Providing transportation to the port 2.2.2. Checking in before leaving 2.3. Organizing people to get in the ship from Italy & Spain 2.3.1. Providing transportation from Spain to Italy 2.3.2. Providing transportation to the port 2.3.3. Checking in before leaving 3. Working On Board 3.1. Briefing participant about rules. 3.2. Grouping people and distributing cabin keys 4. Closing Down 4.1. Distributing online questionairre 4.2. Giving a final report to sponsor and the media.
  • 4. "ESN Mediterranean SeaBattle" Project - WBS Dictionary   MAJOR DELIVERABLES WORK PACKAGES ACTIVITIES METHOD RESOURCES 1. Making Preparation 1.1.Communicating  with main sponsor  regularly to organize  the trip mainly   Sponsor bulmak için Pazar araştırması yapmak Genel Koordinatör   1.2.Ticket Selling 1.2.1.Coordinating ESN  Sections from  Turkey/Greece/Italy/Spai Universitelere önsatış yapılacak Satış Sorumluları ve Yerel Sorumlular     1.2.2.Selling Tickets to  Individuals Kişilere, sipariş üzerine bilet satışı Genel Satış Sorumluları     1.2.3.Selling Tickets to ESN  Members from the other  countries Kontenjan arttığı takdirde dışarı tanıtım ve bilet satışı Genel Satış Sorumluları   1.3.Preparing  necessary informative  documents 1.3.1.Defining rules Gemideki kuralların organizasyon komitesi tarafından  belirlenmesı Gemi mürettebatı ve Organizasyon  Takımı     1.3.2.Sending documents as  an e-package Katılımcılara email yoluyla tur bilgisi verilmesi Webmaster     1.3.3.Sending invitations if  necessary for visa Vize ve davetiye ihtiyacı olanların, başvuruesnasında  belirlendikten sonra, davetiye yollanacak     1.4.Collecting  contracts from  participants   Katılımcılardan imzalı kontratların toplanması Webmaster   1.5.Checking if all the  necessary tranactions  are done so far.  (money transfers,  invitations etc.)   Banka hesaplarının ve ön muhasebe işlerinin  düzenlenmesi Muhasebe Sorumlusu   1.6. Coordinating  Activities 1.6.1.Organizing “Speed  dating”  & “Karaoke” by ESN  Entertainment Team Gemideki eğlencelerin organizasyonu Organizasyon Takımı     1.6.2.Organizing  “Italian  Cuisine Lunch” in Catania by  ESN Catania Team Günübirlik Catania gezisinde "Italyan mutfağından  seçmeler" organizasyonu Organizasyon Takımı     1.6.3.Organizing  “Guided  Tour in Crete” by ESN Crete  Team Günübirlik Girit gezisinde "Rehberli kültürel tur"  organizasyonu Organizasyon Takımı   1.7. Arranging Night  Life in cruise 1.7.1.Scheduling a DJ for  the trip Müzik konsepti ve DJ belirlenmesi Organizasyon Takımı     1.7.2.Working on feasibility  of making discounts in Bars  and special offers in Tax  Free shops in the ship Gemi içinde katılımcılara özel indirimlerin, bir  muhtemet eşliğinde belirlenmesi Organizasyon Takımı   1.8. Organizing Buffet  in cruise   Gemideki açıkbüfe yemek organizasyonu için catering  şirketi ile anlaşma Organizasyon Takımı 2.Organizing Arrivals 2.1.Organizing people  to get in the ship from  Turkey 2.1.1.Providing  transportation to the port Türkiyenin dört bir yanından gelecek katılımcıların  otobüs ile istanbula ulaşımı için, karayolu ulaşım  şirketleriyle görüşme Karayolu Ulaşım Şirketi     2.1.2.Checking in before  leaving İstanbul Limanında pasaport/bilet kontrolü Emniyet Müdürlüğü
  • 5. 2.2.Organizing people  to get in the ship from  Greece 2.2.1.Providing  transportation to the port Yunanistanın dört bir yanından gelecek katılımcıların  otobüs ile Atinaya ulaşımı için, karayolu ulaşım  şirketleriyle görüşme 2.2.2.Checking in before  leaving Atina Limanında pasaport/bilet kontrolü 2.3.Organizing people  to get in the ship from  Spain & Italy 2.3.1.Providing  transportation from Spain  to Italy İspanyanın dört bir yanından gelecek katılımcıların  otobüs ile Catania'ya ulaşımı için, karayolu ulaşım  şirketleriyle görüşme 2.3.2.Providing  transportation to the port İtalyanın dört bir yanından gelecek katılımcıların  otobüs ile Catania'ya ulaşımı için, karayolu ulaşım  şirketleriyle görüşme 2.3.3.Checking in before  leaving Catania Limanında pasaport/bilet kontrolü 3.Working On Board 3.1.Briefing participant  about rules Gemi kalkmadan önce katılımcılara seyahat kuralları  hakkında bilgilendirme (her limanda yapılacaktır) 3.2.Grouping people  and distributing cabin  keys Katılımcılara kabin anahtarlarının dağıtılması 4. Closing Down 4.1. Distributing online  questionairre Gezi sonunda katılımılara email yoluyla anket  dağıtılması 4.2.Giving a final  report to sponsor and  the media. Proje raporu ve haber yazılarının tamamlanıp sponsor  şirkete ve medyaya sunulması
  • 6. Activity No. Row No Activities Süre (gün)Predecessors Duration 1.1. 2 Communicating with main sponsor regularly to organize the trip mainly 2 3 weeks 1.2. 3 Ticket Selling 3 1.1. 14 weeks 1.2.1. 4 Coordinating ESN Sections from Turkey/Greece/Italy/Spai 5 1.2. 8 weeks 1.2.2. 5 Selling Tickets to Individuals 2 1.2.1. SS 4 weeks 1.2.3. 6 Selling Tickets to ESN Members from the other countries 2 1.2.2. SS 2 weeks 1.3. 7 Preparing necessary informative documents 2 1.2., 1.1. 2 weeks 1.3.1. 8 Defining rules 4 1.1. 3 days 1.3.2. 9 Sending documents as an e-package 1.2. 4 days 1.3.3. 10 Sending invitations if necessary for visa 15 1.2. 1 week 1.4. 11 Collecting contracts from participants 1 1.2.2., 1.2.3. 2 weeks 1.5. 12 Checking if all the necessary tranactions are done so far (money transfers, invitations etc) 3 1.2. milestone 1.6. 13 Coordinating Activities 1.1 SS +7(days) 1 week 1.6.1. 14 Organizing “Speed dating”  & “Karaoke” by ESN Entertainment  Team 1.6 2 days 1.6.2. 15 Organizing  “Italian Cuisine Lunch” in Rome by ESN Rome Team 1.6.1 SS 3 days 1.6.3. 16 Organizing  “Guided Tour in Crete” by ESN Crete Team 1.6.1 SS 2 days 1.7. 17 Arranging Night Life in cruise 1.6 1 week 1.7.1. 18 Scheduling a DJ for the trip 1.6.3 2 days 1.7.2. 19 Working on feasibility of making discounts in Bars and special  offers in Tax Free shops in the ship 1.7.1 SS 3 days 1.8. 20 Organizing Buffet in cruise 1.7.1 SS 2 days 2.1. 21 Organizing people to get in the ship from Turkey 1.2,1.3.2.,1.3.3, 1 week 2.1.1. 22 Providing transportation to the port 3 2.1. 1 week 2.1.2. 23 Checking in before leavi 2 2.1.,2.1.1 milestone 2.2. 24 Organizing people to get in the ship from Greece 1 1.2,1.3.2.,1.3.3, 1 week 2.2.1. 25 Providing transportation to the port 3 2.2. 1 week 2.2.2. 26 Checking in before leavi 2 2.2. milestone 2.3. 27 Organizing people to get in the ship from Spain & Italy 2 1.2,1.3.2.,1.3.3, 2 week 2.3.1. 28 Providing transportation from Spain to Italy 3 2.3. 1 week 2.3.2. 29 Providing transportation to the port 5 2.3. 1 week 2.3.3. 30 Checking in before leaving 3 2.3. milestone 3.1. 31 Briefing participant about rules 5 2.1.,2.2,2.3., 1 hour 3.2. 32 Grouping people and distributing cabin keys 3 3.1 2 hours 4.1. 33 Distributing online questionairre 3 3.2. 1 day 4.2. 34 Giving a final report to sponsor and the media 5 4.1. milestone
  • 7. Cost Baseline Activity Budget Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 Week 9 Week 10 Week 11 Week 12 Week 13 Communicating with main sponsor regularly to organize the trip mainly 6.000 2.000 2000 2000                    Coordinating ESN Sections from Turkey/Greece/Italy/Spai 8.000      1.000 1.000 1.000 1.000 1.000 1.000 1.000 1.000    Selling Tickets to Individuals 5.000      1.000 1.000 1.000 1.000 1.000          Selling Tickets to ESN Members from the other countries 2.000      1000 1.000                Defining rules 0 0                        Sending documents as an e-package 800          800              Sending invitations if necessary for visa 1.500          1500              Collecting contracts from participants 500  250 250                    Organizing “Speed dating” & “Karaoke” by ESN Entertainment Team 1.500            1500            Organizing “Italian Cuisine Lunch” in Rome by ESN Rome Team 10.000            10000            Organizing “Guided Tour in Crete” by ESN Crete Team 3.000            3000            Scheduling a DJ for the trip 5.000              5000          Working on feasibility of making discounts in Bars and special offers in Tax Free shops in the ship 5.000              5000          Organizing Buffet in cruise 10.000              10000          Providing transportation to the port 15.000                15000        Providing transportation to the port 15.000                15000        Providing transportation from Spain to Italy 10.000                10000        Providing transportation to the port 15.000                  15000      Briefing participant about rules 500                  500      Grouping people and distributing cabin keys 450                  450      Distributing online questionairre 1.000                    500 500  Giving a final report to sponsor and the media 1.000                        1000 BAC 73.300 2.000 2.250 2.250 3.000 3.000 4.300 16.500 22.000 41.000 16.950 1.500 500 1.000 Cummulative Total   75.300 4.250 6.500 9.500 12.500 16.800 33.300 55.300 96.300 113.250 114.750 115.250 116.250
  • 8. Impact Probability Risk Score A B AxB Inadequate ticket selling Cancellation of trip if it's below 2000 tickets 0,75 0,1 0,075 If any participants don't sign contract They may sue the organization team if any bad things happen during the trip 0,75 0,1 0,075 If a passenger cancels the cruise Demand money back 0,5 0,2 0,1 Bad weather conditions Trip might be cancelled 0,8 0,05 0,04 If any group or ESN section couldn't arrive the port on time Affects time schedule negatively 0,25 0,3 0,075 Risk event How will it affect? New Impact New Probability New Risk Score C D CxD Selling tickets to the ESN Section headers 0,3 0,1 0,03 Preparing copy of contracts which will be given to participants who don't have while getting into ship 0,25 0,1 0,025 Certain time limit for the cancellation 0,1 0,1 0,01 Providing them to accommodate in the city 0,5 0,05 0,025 They should come to the port 5 hours earlier 0,1 0,1 0,01 Response
  • 9. What? How? When Who? Referance Material Kaynak Bulunması Sponsor yardımı ile 01.01.2011 Marketing Manager Şirketin mali yapısına göre Motivasyon mektublarının değerlendirilmesi ile 08.01.2011 Project Manager Organizasyon çalışma şartlarına göreOrganizasyon çalışanlarının bulunması Quality Management
  • 10. INFORMATION ABOUT THE TRIP Al l t ime s a re give n in l oc a l t ime . Turkey i s UTC+1, Greece, La t vi a a nd Italy i s UTC+2. Greece M/ S Super Sta r from We st Ha rbor, Athens on the 11th of April wi l l depart a t 14:30. All passe ngers should boa rd one hour be fore departure. Al l pa sse ngers should try a rriving a t the t e rmina l t wo hours be fore departure . At 16: 30 you wi l l a rri ve a t the D-t e rmina l in Catanian. Al l se c t i ons should boa rd ASAP on M/ S Med- Quee n, whi c h wi l l depart a t 18: 00. M/ S Med Quee n wi l l a rrive i n Sirkeci Istanbul a t 10:00. For the re t urn tri p the fe rry wi l l l e a ve Istanbul 17:45. All pa sse ngers should boa rd a t l e a st one hour be fore . Spring 2011 Turkey SC H E D U L E O N B O A R D (subj e c t t o c hange) 10t h of Apri l, Italian ti me (UTC+2) 17:15 Informa t i on me e t ing in the St a rl i ght Pa l a c e 17:30 Buffet in Buffet re st a urant (Re st of Greece) 18:00 De parture M/ S Med-Quee n t o Istanbul 19:00 Ti c ket s for the guided t our in Istanbul sol d, St a rli ght Pa la c e . 30 SEK / 3 EUR 19:00 ESN Craz y Ga me s in Sta rli ght Pa l a c e 19:30 Spee d dat ing in Ta ngo Lounge 20:00 ESN Craz y Ga me s in Sta rli ght Pa l a c e 20:30 Buffet in Buffet re st a urant 21:30 Cuba n ba nd in St a rlight pal a c e 22:00 Ka ra oke the Ta ngo Lounge 23:00 Mi dni ght show 23:00 Di sc o Ibi z a open up da nc e fl oor 00:00 Da nc e fl oor opens up in St a rli ght Pa l a c e 11t h Apri l 2011, Turkish t ime (UTC+1) 10:00 Arriva l in Yenikapı, Istanbul 17:15 Informa t i on me e t ing in the St a rl ight Pa l a c e 17:45 De parture from Yenikapı, Istanbul 18:15 Ti c ket s for the guided t our in Catanian i s sol d outsi de the informa t i on desk. 2 EUR 18:30 ESN gea r sol d on 2n d fl oor in St a rli ght Pa l a c e 18:30 Sa l sa a nd La t i n Stre e t , in the St a rlight Pa l a c e 19:00 ESN Se a Ba tt l e Ama z ing Ra c e , Sta rli ght Pa la c e se c ond fl oor 19:00 Spee d Da t i ng in the Ta ngo Lounge 21:30 Ka ra oke & Musi c qui z c ompet i t i on in the Ta ngo Lounge 21:30 Cuba n ba nd in St a rlight Pa l a c e 23:00 Da nc e fl oor opens up - Ibi z a 23: 00 Mi dni ght show i n St a rli ght Pa l a c e 00:00 Da nc e fl oor opens up in St a rli ght Pa l a c e ESN GE A R S O L D O N 2N D F L O O R I N ST A R L I G H T PA L A C E We a re se l l i ng Se a Ba t t l e t -shirts for onl y 10 Euros. Full y det a i l e d pri c e s i n differe nt c urre nc i e s c a n be found on our we bsi t e , your group l e a der a nd on boa rd. You c a n a l so buy pat c he s for your ove ra l l , c ool l i ghte rs a nd ba gs! BU F F E T I N F O You wi l l ha ve , wi th your boa rding c a rd, a buffet vouche r. This wi l l be your ti c ket t o e nt e r the buffet a re a . The ti c ket i s only va l i d t o one spec i fi c buffet se a t ing. Ma ke sure that you do not l ose i t sinc e we onl y have t he e xa c t a mount of t i c ket s. Che c k t he sc he dul e for whi c h t ime you have your se a ti ng. The t i me a nd pl a c e i s wri t t e n on your vouche r.