This document summarizes Team 1's project for the Hartford Catering Event. It outlines their approach, including scheduling project meetings, financial planning with budgets for food, staffing and costs, and utilizing project management techniques. It discusses challenges in communication and pacing, and areas for improvement such as better understanding customers, more efficient staffing and supply chain, and using additional project management tools. The document aims to provide an overview of the project for the catering event.

1. Team 1
Hartford Catering Event
OPIM 5270 – B16 – Introduction to Project Management
Milind Jagre
Stephanie Marks
Chan Wu
Roushan Kumar
Jiaxuan Wang
November 30, 2016

2. What we will cover today
▶ Project briefing
▶ Summary of approach
▶ Schedule
▶ Financials
▶ Project management techniques
▶ Challenges and solutions
▶ Areas of improvement
▶ Questions?

3. Project Briefing
▶ Major Deliverables
▶ Budget and Timing
▶ Project Outline
▶ Elements
▶ Most Important
▶ Important
▶ Least Important
▶ Timeline
▶ Defining SUCCESS – was the event successful?
▶ “Take-aways”

4. Summary of Approach - Scheduling
▶ Team Scheduling
▶ 6 team meetings
▶ All meetings were in-person
▶ Project Scheduling – Key Events
▶ Meeting with restaurant owner
▶ Meeting with restaurant manager and staff
▶ Confirmed Final Headcount
▶ Scheduled Food Delivery
▶ Project Closing Meeting

5. Summary of Approach – Financials Staffing
▶ Service and Food service worker wages, source: State of Ct Department of
Labor - rates are in line with Mean Wages in the Hartford area, some near the
90th percentile
▶ Salary for Team 1 paid to assist with this event will be regular salary from
Food Service Company
▶ Service and kitchen staff from local golf course/country club will be hired for
event
▶ Staffing hours are scheduled to provide Saturday Lunch @ noon, Saturday
Dinner @ 6:30pm, Sunday Breakfast @ 8:00am and Sunday Lunch @ 12:30pm
Workers # Total hours Hourly Rate Cost
Chef 1 19 25 $ 475
Sous Chef 1 19 20 $ 380
Kitchen Staff 2 44 15 $ 660
Saturday Servers Lunch 8 28 15 $ 420
Saturday Servers Dinner 10 35 20 $ 700
Saturday Bartenders 4 22 15 $ 330
Sunday Servers Breakfast & Lunch 8 52 15 $ 780
$ 3,745

6. Summary of Approach – Financials Food Costs
▶ Food costs based on the following comparable catering menus from:
▶ Wampanoag Country Club
▶ New Haven Country Club
▶ Glastonbury Hills Country Club
▶ Manchester Country Club
▶ The percent of food cost assumption based on information from
Professional Chef, Jeff Cowaski that food-only cost of per person menu
selections are 31-32% when it is a seated service and 34-35% when it is a
buffet service

7. Summary of Approach – Financials Food Costs
▶ Calculations were made of various high-end golf course/country club
and figures were made based on 35% the following average cost based
on 200 guests
▶ A 30% contingency was added as a buffer
Summary of Food Costs for Team 1 Budgeting
Lunch Saturday $2,097
Dinner Saturday $2,752
Breakfast Sunday $1,715
Lunch Sunday $2,097
30% contingency $2,600
Total Food Cost Budget $11,261

8. Summary of Approach – Financials
▶ Validation of Assumptions:
▶ By using the lowest cost price per meal to fully cater out this event at a local
country club with tax and gratuity, we calculated that the cost would be
about $20,145
Catered Event using least expensive
option 200 guests Per meal
Lunch Saturday $3,800 $19.00
Dinner Saturday $5,600 $28.00
Breakfast Sunday $3,000 $15.00
Lunch Sunday $3,800 $19.00
Taxes @6.35% $1,029
18% service fee $2,916
Total event cost $20,145

9. Summary of Approach – Financials P&L
▶ After paying the restaurant owner $1,000, still have profit of $4,000
Budget 20,000
Direct Costs for Event
Payment to Restaurant Owner
1,000
Cost of Goods Provided
Food* 13,750
N/A Beverages 250
Total COGS (Goods Provided)* 11,261
Gross Profit
8,739
Labor Cost* 3,745
Operating Costs
Miscellaneous, contingency 994
Total Operating Cost 4,739
Net Profit/Loss ** $ 4,000

10. Project Management Techniques
▶ J-Shaped Lifecycle – Slow Start / Fast Finish
▶ Work Breakdown Structure
▶ Information Gathering
▶ Field Research
▶ Brainstorming
▶ Top-down Budgeting
▶ Parking Lot/ Priority Matrix

11. Challenges and Solutions
▶ Communication : Slow down
▶ Different pace : Regular meeting
▶ Enthusiasm frustrated : Search Direction

12. Areas of Improvement – What we would
do differently?
▶ Profile the customers and learn more about the restaurant
owner.
▶ Apply resource loading technique to ensure proper staffing.
▶ Search for a more efficient supply chain so we can improve
our profits = better food at a lower price
▶ Build an online portal to receive orders from our customers.
▶ Team could have been more collaborative by using the Delphi
Technique to help resolve differing ideas and bring together
common ones.

13. Questions
for Team 1?