FINAL COMPLETE BINDER

KANOE, A SUBSIDIARY OF KAYAK
MIKE HEATH
TRACY BAKER
KATHERINE POPEJOY
JODY TAYLOR
ERVIN XHENETI
TED LOZANO
The Big Travel Expo
San Diego
March 16-20, 2016
1

KANOE, A Subsidiary of KAYAK
TABLE OF CONTENTS
Project Charter ..............................................................................................................................3
Scope Statement .............................................................................................................................7
Work Breakdown Structure .......................................................................................................17
RACI document ...........................................................................................................................19
MS Project Schedule....................................................................................................................20
Risk Management Plan................................................................................................................23
Procurement Plan ........................................................................................................................34
Meeting Agendas..........................................................................................................................40
Meeting Minutes...........................................................................................................................58
Presentation Slides.......................................................................................................................84
2

KANOE, a Subsidiary of KAYAK
Project Charter 1
THE BIG TRAVEL EXPO PROJECT CHARTER
(1) Project Title The Big Travel Expo
(2) Project Sponsor Edwina McKinney, VP Business Development
(3) Business Project Manager Ted Lozano
(4) Technical Project Manager Tracy Baker
(5) Start Date July 8, 2015 (6) End Date March 15, 2016
(7) Primary Submitting Organization KANOE, a Subsidiary of KAYAK
(8) Document Date July 28, 2015
Business Justification and Objectives
(9) Business Need
To host a five-day travel industry trade show to share products and information with our business partners and the
travel consumer regarding the latest trends, upcoming industry changes, and industry-related news.
(10) Project Summary and Business Objectives
With this event, we can fill a need in the travel industry to educate and invigorate the consumer on the latest travel
trends.
Additionally, we can strengthen our parent company brand, build loyalty, increase sales, and generate referrals,
which can lead to innovation, new business opportunities, and solidify important partnerships in the travel industry.
From this event’s lessons learned, we plan to host future travel events on a semi-annual basis.
(11) Potential Alternatives
• Hire an event planning company to organize trade show instead of doing the logistics internally.
• Partner with another travel company and sponsor the event together.
Project Information
(12) Anticipated Funding Source& Basis for Estimate
This event will be self –supporting and profit generating. Vendor booth fees, consumer entry fee, and sponsorship
and promotional opportunities will finance the event. Since this funding will not be realized until the event is
concluded, initial funding will be provided by the parent company, KAYAK.
3

Project Charter 2
(13) Investment Summary
Type of Cost CostEstimateRange
A) One-Time Costs Lower Upper
1. Venue $ 50,000 $ 100,000
2. Rentals $ 10,000 $ 100,000
3. Marketing $ 10,000 $ 50,000
4. Event Staff $ 10,000 $ 50,000
5. Insurance $ 2,000 $ 3,000
6. Entertainment $ 5,000 $ 10,000
Total One-Time Project Costs $ 87,000 $ 313,000
B) Annual / Ongoing Costs
1. Ticket Provider $ 460 $ 795
2. Software, Electronics, Equipment $ 5,000 $ 50,000
Total Ongoing Project Costs $ 5,460 $ 50,795
(14a) Project Risk Tolerance
A) Risk Tolerance (1-10)
A rating of 1 indicates the organization is willing to tolerate very little risk in reaching the project goal
A rating of 10 indicates the organization is willing to tolerate significant risk in reaching the project goal
Organizational Project Goals Risk Limit
Cost 3
Schedule 1
Scope 7
Quality 3
B) List any specific priorities for cost, schedule, or scope elements:
• Schedule – the event datesare non-negotiable once the venue has been booked.
• Quality – since this is our first event, and we are representing our parent company, KAYAK, we must
deliver a professional, high-quality product.
• Cost – the risk of going over budget is high since this is our first event. KAYAK is willing to tolerate this
risk to ensure the schedule and quality.
C) List any specific risks that must be avoided in the execution of the project:
• Avoid having event date near any other travel shows that might be coming to San Diego
• Avoid having event date on the same day as other major events in San Diego
4

Project Charter 3
(14b) Project Risk Level
A) Risk Scale (1 = lowest risk, 10 = highest risk)
Risk Risk Scale
(1-10)
Risk Level
(High, Medium, Low, N/A)
Go over budget 8 High
Don’t sell all available booth space 4 Medium
Sell fewer than 3,000 tickets 6 Medium
Issue with venue 2 Low
Event cancellation 1 Low
Fraudulent tickets 2 Low
Stolen property 3 Low
Dangerous or unsafe exhibits 3 Low
Technical issues 4 Medium
Reach maximum ticket sales 3 Low
Sell all booth spaces 3 Low
B) Reasons for Risk if other than Low
• Do not sell all available booth space – Med Risk – Vendors are unfamiliar with our business name
• Sell fewer than 3,000 tickets – Med Risk – Public unfamiliar with our business, already other travel shows in
San Diego
• Technical issues – Med Risk – Mobile technology will be used, may have poor power/internet connections
C) High-level Risks
• Go over budget – High Risk – This is KANOE’s first trade show, so there may be hidden costs.
D) Risk Management
• Go over budget – generate more revenue by selling more booths/tickets, increase marketing, contact potential
sponsors, sell more promotional items (ads, gear, etc.)
• Don’t sell all available booth space – increase marketing and research, reduce booth cost, provide
opportunities for companies to be “charter vendors”
• Sell fewer than 3,000 tickets – offer tickets on Groupon, do radio and television giveaways, offer door prizes.
Secure high-profile keynote speakers to generate interest
• Technical issues – have back-up equipment and power on site, hire technical support for event, have paper
documentation of ticket sales available if scanners go down
5

Project Charter 4
(15) Project Schedule and Work Description
A) Activity / Milestone / Event B) Duration C) Deliverables
Project Planning 60 days Charter,Project Mgmt. Plan, Risk Mgmt. Plan,
Procurement Plan
Procurement 60 days Contractor Agreements
Marketing 3 months Approved Print Materials and Media Ads
Facilities 6 months Venue Contract
Event Planning 6 months Final Program/Agenda, Schedule of Events,
Staffing assignments
Registration 4 months Vendor List, Ticket Sale Reports, Exhibitor
Packets
Project Closeout 60 days Lessons Learned
(16) Assumptions / Constraints / Dependencies
Assumptions:
• Parent company will provide all budget needs
• Hotel/Venue provides parking for all attendees
• Peak travel season is April through September
Constraints:
• Maximum of 100 vendor booths
• Event must take place prior to peak travel season
Dependencies:
• KAYAK will provide initial funding and assist in making contacts for booth vendors and event sponsors.
(17) Project Organization
Role Organization Name
Project Sponsor KAYAK Edwina McKinney
Business Project Manager KANOE Ted Lozano
Technical Project Manager KANOE Tracy Baker
Key Stakeholder/Steering Committee KAYAK Paul Morris
Key Stakeholder/Steering Committee KAYAK Geri Wales
Key Stakeholder/Steering Committee KAYAK Eve Babcock
Key Stakeholder/Steering Committee KAYAK Shawn Hall
(18) Project Sponsor Sign-off
Name: Sign-off Date:
6

Project Scope Statement 1
Project
Scope Statement
Prepared by: KANOE, a Subsidiary of KAYAK
Date: March 16 – 20, 2016
Scope Statement Revision History
Rev. Rev. Date Description Prepared by
1 7/27/2015 First Draft Tracy Baker
2 7/28/2015 Second Revision Tracy Baker
3 8/8/2015 Third Revision Mike Heath
4 8/14/2015 Final Version Katherine Popejoy
7

Table of Contents
A. Executive Summary.......................................................................................... 3
B. Business Objectives......................................................................................... 3
C. Project Description........................................................................................... 4
D. Project Approach.............................................................................................. 6
E. Project Estimates.............................................................................................. 6
F. Project Controls ................................................................................................ 7
G. Authorizations .................................................................................................. 9
H. Scope Statement Approval Form/Signatures............................................... 10
8

A. Executive Summary
KANOE, a Subsidiary of KAYAK, is a leader in the travel industry and is hosting a 5-day trade
show, The Big Travel Expo. The trade show will take place on March 16 – 20, 2016. The trade
show will be attended by 3,000 – 4,000 consumers of the general public. There will be 100
Vendor Booths. Educational seminars will be offered to attendees. This event will be financially
self-supporting.
B. Business Objectives
KANOE is a newly formed subsidiary of the parent company, KAYAK. We were developed for
the sole mission of planning and executing travel related trade shows.
Our primary business objective is to organize and host a 5-Day Travel Trade Show in San
Diego, California on March 16 – 20, 2016.
With this event, we can fill a need in the travel industry to educate and invigorate the consumer
on the latest travel trends.
Additionally, we can strengthen our parent company brand, build loyalty, increase sales, and
generate referrals, which can lead to innovation, new business opportunities, and solidify
important partnerships in the travel industry.
From the lessons learned from this event, we will host future travel events on a semi-annual
basis.
9

C. Project Description
1. Scope Includes:
Organizing and hosting a 5-Day travel show on March 16-20, 2016.
Does Not Include:
Future trade shows, making profits for parent company.
2. Completion Criteria:
All work to be completed by first day of Trade Show, March 16, 2016. Project to formally
close-out within 60-days after event or before,
May 20, 2016.
3. Risk Assessment:
The projects most significant risk is the schedule as there is no slack on the deadline of
March 16, 2016. The other primary risks are quality and cost. These two risks will be
incurred by the parent company, KAYAK. If the event quality is not what is promised
then the KAYAK brand will be tarnished. For cost, any budget overruns will need to be
financed by KAYAK.
4. Constraints:
1. Maximum of 100 vendor booths
2. Event must take place prior to peak travel season
5. Dependency Linkages:
Parent company, KAYAK, will provide all initial funding and assist in making contacts for
booth vendors and event sponsors.
6. Impacts:
Strengthen our parent company brand, build loyalty, increase sales, and generate
referrals.
7. Measures of Project Success:
1. Trade Show is produced on March 16-20, 2016.
2. Trade Show is financially self-sustaining.
3. 80 Vendor booths are sold (80%).
4. 3,000 or more attendee from general public.
8. Assumptions:
1. Parent company will provide all budget needs.
2. Hotel/Venue will provide parking.
3. Peak Travel Season is April through September
9. Critical Success Factors
1. Parent company, KAYAK, provides funding
2. 80% Vendor booths are sold
3. Minimum of 3,000 attendees
10

10. Roles and Project Stakeholders
Roles
The following role definitions are being applied to the resources assigned to this project:
Project Sponsor Provides executive team approval and sponsorship for the project.
Has budget ownership for the project and is the major stakeholder and
recipient for the project deliverables.
Project Manager Provides overall management to the project. Accountable for
establishing a Project Charter, developing and managing the work
plan, securing appropriate resources and delegating the work and
insuring successful completion of the project. All project team
members report to the project manager. Handles all project
administrative duties, interfaces to project sponsors and owners and
has overall accountability for the project.
Steering committee Provide assistance in resolving issues that arise beyond the project
manager’s jurisdiction. Monitor project progress and provide
necessary tools and support when milestones are in jeopardy.
Stakeholders Key provider of requirements and recipient of project deliverable and
associated benefits. Deliverable will directly enhance the stakeholders’
business processes and environment. Majority of stakeholders for this
project will be agency heads, CIO’s, and project management
representatives.
Team Member Working project team member who analyzes, designs and ultimately
improves or replaces the business processes. This includes
collaborating with teams to develop high level process designs and
models, understanding best practices for business processes and
partnering with team members to identify appropriate opportunities,
challenging the old rules of the business and stimulating creating
thinking, and identifying organizational impact areas.
Stakeholders:
• Project Sponsor
• Project Manager
• Project Team
• Finance
• Procurement Dpt.
• Hotel Management
• Marketing
• Security
• ThunderTix
• Scheduler
11

D. Project Approach
KAYAK, our parent company, will provide our financing and the critical business connections to
initially launch and sell this trade show to our vendors. KANOE will plan, organize and execute
the event. KANOE will contract with industry experts for marketing, booking talent, staffing,
ticket sales to the general public, and providing security for the event.
E. Project Estimates
1. Estimated Schedule
Key Project milestones relative to project start are as follows:
Project Milestones Target Date
Project Start 07/08/15
Venue Procurement 10/01/15
Project Planning 09/08/15
Procurement 11/30/15
Marketing 03/16/16
Event Planning 01/15/16
Registration 02/30/16
Project Closeout 05/20/16
Project Completion 05/20/16
2. Resource Requirements – Team and Support Resources
The following personnel resources are required to complete this project:
Personnel Resource Types Quantity
Event Staff 30
KANOE Staff 15
Marketing 5
Finance 2
Procurement 2
Scheduler 1
Security 10
Total Personnel Resources 65
3. Estimated Cost
Expense Original
Budget
Current
Budget
Spent to
Date
Est. to
Complete
Current
Forecast
Variance
Venue $50,000
Rentals $75,000
Marketing $40,000
Event Staff $50,000
Security $30,000
Insurance $ 3,000
Entertainment $50,000
Outside Services $1,000
Software $20,000
Hardware $30,000
Total $349,000
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4. Checkpoint/ Funding Schedule
Expense Original
Budget
Deposit
Due Date
Checkpoint
Date
Final Payment
Date
Venue $50,000 10/01/15 01/15/16 02/01/16
Rentals $75,000 01/15/16 02/15/16 03/30/16
Marketing $40,000 10/01/15 12/01/15 03/30/16
Event Staff $50,000 N/A 02/01/15 03/30/16
Security $30,000 N/A 02/01/15 03/16/16
Insurance $ 3,000 09/30/15 12/01/15 04/15/16
Entertainment $50,000 10/01/15 12/01/15 03/30/16
Outside Services $1,000 09/30/15 09/01/15 03/30/16
Software $20,000 09/30/15 11/01/15 12/01/15
Hardware $30,000 09/30/15 02/01/15 03/30/15
Total $349,000
F. Project Controls
1. Steering Committee Meetings:
Steering Committee Meetings will occur monthly on the 15th
of every month. If the 15th
occurs on a weekend, the meeting will be scheduled for the following Monday.
2. Monthly Status Reports:
Status reports will include budget, risks, milestones, and any issues or concerns that
may arise. Reports are due the 15th
of every month to the key stakeholders.
3. Risk Management
Organizational Risk Tolerance (1-5)
A rating of 1 indicates the organization is willing to tolerate very little risk in reaching the project goal
A rating of 10 indicates the organization is willing to tolerate significant risk in reaching the project goal
Organizational Project Goals Risk Limit
Cost 4
Schedule 1
Scope 4
Quality 2
Specific priorities for cost, schedule, or scope elements:
• Schedule – the event dates are non-negotiable once the venue has been booked
• Quality – Since this is our first event, and we are representing our parent company; KAYAK.com, we
must deliver a professional, high-quality product.
• Cost – The risk of going over budget is high since this is our first event. KAYAK is willing to tolerate
this risk to ensure the schedule and quality.
Specific risks that must be avoided in the execution of the project:
• Avoid having event date near any other travel shows that might be coming to San Diego
• Avoid having event date on the same day as other major events in San Diego
13

Project Risks and Risk Score(1 = lowest risk, 25 = highest risk)
Risk Risk Score
(1-25)
Risk Level
(High, Medium, Low, N/A)
Go over budget 8 High
Don’t sell 80% of booth space 12 Medium
Sell fewer than 3,000 tickets 10 Medium
Issue with venue 5 Low
Event cancellation 5 Low
Stolen property 6 Low
Dangerous or unsafe exhibits 8 Low
Technical issues 8 Medium
Reach maximum ticket sales 12 Low
Sell all booth spaces 12 Low
Reasons for Risk Score if other than Low
• Don’t sell all available booth space – Med Risk – Vendors will be unfamiliar with our product
• Sell fewer than 3,000 tickets – Med Risk – Public unfamiliar with our business, already other travel
shows in San Diego
• Technical issues – Med Risk – Mobile technology will be used, may have poor power/internet
connections
High-level Risks – How risk will impact the project
• Over budget – High Risk – This is KANOE’s first show, so there may be some hidden costs.
Risk Management – How we will address the documented risks
• Go over budget – Generate more revenue by selling more booths/tickets, increase marketing,
contact potential sponsors, sell more promotional items (ads, gear, etc.)
• Don’t sell all available booth space – Increase marketing and research, reduce booth cost, provide
opportunities for companies to be “charter vendors”
• Sell fewer than 3,000 tickets – Offer tickets on Groupon, do radio and television giveaways, offer
door prizes. Secure high-profile keynote speakers to generate interest
• Technical issues – Have back-up equipment and power on site, hire technical support for event,
have paper documentation of ticket sales available if scanners go down
4. Change Management:
All changes to Project Scope or approved Project Schedule will be approved by Project
Sponsor and documented on the Change Log.
5. Communication Management :
All communication will follow the Communication Plan.
14

G. Authorizations
The Scope Statement will be approved by:
The Project Manager
The Project Lead
The Project Sponsor
Project Changes will be approved by:
The Project Lead
Project deliverables will be approved/accepted by:
The Project Lead
The Project Sponsor
The Key Stakeholders
Specific task responsibilities of project resources will be defined in the Project/work Plan.
15

H. Scope Statement Approval Form/Signatures
Scope Statement Approval Form
Project Name: The Big Travel Expo
Project Manager:
The purpose of this document is to provide a vehicle for documenting the initial planning efforts
for the project. It is used to reach a satisfactory level of mutual agreement between the project
manager and the project sponsors on the objectives and scope of the project before significant
resources are committed and expenses incurred.
I have reviewed the information contained in this Scope Statement and agree.
Name Signature Date
The signatures of the people above relay an understanding in the purpose and content of this
document by those signing it. By signing this document you agree to this as the formal Project
Scope Statement.
16

Work Breakdown Structure 1
WBS for The Big Travel Expo
1 Big Travel Expo
1.1. Project Planning
1.1.1. Create Project Charter
1.1.1.1 Identify Goals
1.1.1.2 Identify Boundaries
1.1.1.3 Identify Deliverables
1.1.1.4 Set Budget
1.1.2. Write Project Scope Statement
1.1.3. Create WBS
1.1.4. Create Work Breakdown Structure
1.1.5. Create RACI document
1.1.6. Develop Risk Management Plan
1.1.6.1. Create Risk Register
1.1.7. Develop Project Procurement Plan
1.1.8. Create Communications Plan
1.1.9. Create Human Resources Plan
1.2. Procurement
1.2.1. Request for Bids for Venue
1.2.1.1. Select Venue
1.2.1.2. Sign contracts
1.2.2. Sign annual contract with ThunderTix
1.2.3. Sign contract with Marketing Firm
1.2.4. Sign contracts with Keynote Speakers
1.2.5. Request for Proposal for Security Agencies
1.2.5.1. Select Security agency
1.2.5.2. Sign contract agreement with Security Agency
1.3. Marketing
1.3.1. Identify Marketing Goals
1.3.2. Select Marketing Firm
1.3.3. Approve print materials
1.3.4. Approve website, social media, Radio, TV ads
17

Work Breakdown Structure 2
1.3.5. Begin advertisements in all markets
1.4. Facilities
1.4.1. Research Venue Requirements
1.4.2. Schedule On-site visits
1.4.3. Select Venue
1.4.4. Booth Set-up
1.4.5. Booth Breakdown
1.4.5.1. Clean up
1.4.5.2. Final walk-through with Hotel Mgmt
1.5. Event Planning
1.5.1. Train Event Staff
1.5.2. Approve Schedule (This includes all speeches, workshops, and events)
1.5.3. Approve Floor Plans
1.5.4. Solicit Keynote Speakers
1.5.5. Approve Keynote Speakers
1.5.6. Security
1.5.6.1. Research Security agencies for event coverage
1.5.6.2. Select Security Agency
1.5.7. Receive supplies from ThunderTix
1.6. Registration
1.6.1. Open ticket sales to the public
1.6.2. Identify Major Sponsors
1.6.3. Approve Vendor Registration Packages
1.6.4. Distribute Vendor Registration Packages
1.6.5. Develop check-in process
1.6.6. Review and Approve check-in process
1.7. Project Closeout
1.7.1. Close all contracts
1.7.2. Balance Budget
1.7.3. Record Lessons Learned
1.7.4. Formally close out project
18

Project
Sponsor
Project
Manager
Public
Relations
Finance
Procurement
Hotel
Management
Marketing
Security
ThunderTix
Scheduler
Logistics
Project Planning
Plan Project A R I C C C I C
Marketing
Develop Marketing Plan C A C C C R I
Facilities
Select Venue I A I C C C I R
Booth Set Up / Break Down I A C I I I R
Event Planning
Approve Event Schedule C A C I R I
Approve Floor Plan C A I I I I R
Approve Keynote Speakers C A R C I I I I I
Procurement
Sign agreements with Contractors I A C R I C C C I
Registration
Register Vendors I A C I R I
Approve Check-in Process I A C C C R I
Project Closeout
Balance Budget I A I R C I I
Record Lessons Learned A R C C I
Formally Close Project A R I C I I I
KANOE RACI
Role
Project Deliverable
(or Activity)
19

ID Task Name Dur Start Finish Cost Pred Suc
0 Big Travel Expo 239 d Wed 7/8/15 Fri 6/10/16 $334,511.21
1 Start Project 0 d Wed 7/8/15 Wed 7/8/15 $0.00 3
2 Project Planning 58 d Wed 7/8/15 Fri 9/25/15 $15,241.21
3 Identify Goals 3 d Wed 7/8/15 Fri 7/10/15 $320.00 1 4SS,5SS,6SS
4 Identify Boundaries 4 d Wed 7/8/15 Mon 7/13/15 $320.00 3SS 7
5 Identify Deliverables 4 d Wed 7/8/15 Mon 7/13/15 $320.00 3SS 7
6 Set Budget 8 d Wed 7/8/15 Fri 7/17/15 $400.00 3SS 7
7 Create Project Charter 10 d Mon 7/20/15 Fri 7/31/15 $3,200.00 4,5,6 8,9
8 Write Project Scope Statement 10 d Mon 8/3/15 Fri 8/14/15 $1,600.00 7 16
9 Create WBS 10 d Mon 8/3/15 Fri 8/14/15 $1,600.00 7 10
10 Create RACI Document 2 d Mon 8/17/15 Tue 8/18/15 $640.00 9 11,12
11 Develop Project Procurement Plan 10 d Wed 8/19/15 Tue 9/1/15 $1,333.33 10 16
12 Create Communications Plan 10 d Wed 8/19/15 Tue 9/1/15 $1,454.55 10 13,14
13 Create Human Resources Plan 10 d Wed 9/2/15 Tue 9/15/15 $1,600.00 12 16
14 Develop Risk Management Plan 10 d Wed 9/2/15 Tue 9/15/15 $1,600.00 12 15
15 Create Risk Register 8 d Wed 9/16/15 Fri 9/25/15 $853.33 14 16
16 Planning Complete 0 d Fri 9/25/15 Fri 9/25/15 $0.00 15,8,13,11 27,18,28,30,32
17 Procure Venue 38 d Mon 9/28/15 Thu 11/19/15 $54,650.00
18 Research Venues 15 d Mon 9/28/15 Mon 10/19/15 $1,400.00 16 19
19 Request for Proposals for Venue 10 d Tue 10/20/15 Mon 11/2/15 $700.00 18 20
20 Research Venue Requirements 5 d Tue 11/3/15 Mon 11/9/15 $1,200.00 19 21,57
21 Schedule On‐site Visits 3 d Tue 11/10/15 Thu 11/12/15 $720.00 20 22
22 Select Venue 2 d Fri 11/13/15 Mon 11/16/15 $560.00 21 23
23 Sign Contract with Venue 3 d Tue 11/17/15 Thu 11/19/15 $50,070.00 22 24
24 Venue Procured 0 d Thu 11/19/15 Thu 11/19/15 $0.00 23 37,41
25 Event Planning 63 d Mon 9/28/15 Wed 12/30/15 $64,410.00
26 Procure Contractors 13 d Mon 9/28/15 Thu 10/15/15 $54,650.00
27 Sign Annual Contract with
ThunderTix
3 d Mon 9/28/15 Wed 9/30/15 $870.00 16 34,61
28 Solicit Marketing Firm 10 d Mon 9/28/15 Fri 10/9/15 $1,400.00 16 29
7/8
Project Manager
Project Manager
Project Manager
Project Manager
Project Manager
9/25
Procurement Dept
Procurement Dept
Facilities Dept
Facilities Dept
Procurement Dept
Procurement Dept,Venue
11/19
Procurement Dept,ThunderTix[1]
M B E M B E M B E M B E M B E M B E M B E M
July Septem NovembJanuary March May July
20

29 Sign Contract with Marketing
Firm
1 d Tue 10/13/15 Tue 10/13/15 $70.00 28 48,34
30 Solicit Keynote Speakers 10 d Mon 9/28/15 Fri 10/9/15 $1,400.00 16 31,42
31 Sign Contracts with Keynote
Speakers
3 d Tue 10/13/15 Thu 10/15/15 $50,140.00 30 35
32 Solicit Temp Agency for Event
Staff
5 d Mon 9/28/15 Fri 10/2/15 $700.00 16 33
33 Sign Contract with Temp Agency 1 d Mon 10/5/15 Mon 10/5/15 $70.00 32 34
34 Contractors Procured 0 d Tue 10/13/15 Tue 10/13/15 $0.00 27,29,33 39
35 Develop Event Schedule 30 d Fri 10/16/15 Mon 11/30/15 $7,200.00 31 36
36 Approve Event Schedule 5 d Tue 12/1/15 Mon 12/7/15 $160.00 35 39
37 Design Floor Plans 20 d Fri 11/20/15 Mon 12/21/15 $1,200.00 24 38
38 Approve Floor Plans 5 d Tue 12/22/15 Wed 12/30/15 $1,200.00 37 39
39 Event Planning Complete 0 d Wed 12/30/15 Wed 12/30/15 $0.00 38,34,36 66
40 Registration 85 d Tue 10/13/15 Wed 2/17/16 $20,670.00
41 Open ticket sales to the public 1 d Fri 11/20/15 Fri 11/20/15 $70.00 24 46
42 Identify Major Sponsors 35 d Tue 10/13/15 Wed 12/2/15 $8,400.00 30 43
43 Develop Vendor Registration
Packages
30 d Thu 12/3/15 Tue 1/19/16 $7,200.00 42 44
44 Approve Vendor Registration
Packages
5 d Wed 1/20/16 Tue 1/26/16 $1,400.00 43 45
45 Distribute Vendor Registration
Packages
15 d Wed 1/27/16 Wed 2/17/16 $3,600.00 44 46
46 Registration Complete 0 d Wed 2/17/16 Wed 2/17/16 $0.00 45,41 66
47 Marketing 105 d Wed 10/14/15 Tue 3/15/16 $62,640.00
48 Identify Marketing Goals 10 d Wed 10/14/15 Tue 10/27/15 $2,400.00 29 49,51,53
49 Develop Print Materials 20 d Wed 10/28/15 Tue 11/24/15 $9,800.00 48 50
50 Approve Print Materials 3 d Wed 11/25/15 Tue 12/1/15 $720.00 49 54
51 Create Website and Develop Media
Campaign
30 d Wed 10/28/15 Thu 12/10/15 $7,200.00 48 52
Procurement Dept
Procurement Dept,Keynote Speakers
Procurement Dept
Procurement Dept
10/13
Scheduler
Project Manager
Facilities Dept
Facilities Dept
12/30
Procurement Dept
Marketing Dept
Scheduler
Procurement Dept
Scheduler
2/17
Marketing Dept,Print Materials
Marketing Dept
Marketing Dept
21

52 Approve website, social media,
radio, and TV ads
3 d Fri 12/11/15 Tue 12/15/15 $720.00 51 54
53 Run and maintain advertisements 95 d Wed 10/28/15 Tue 3/15/16 $41,800.00 48 54,66
54 Marketing Complete 0 d Tue 3/15/16 Tue 3/15/16 $0.00 53,50,52 66
55 Event Preparation 86 d Tue 11/10/15 Tue 3/15/16 $46,900.00
56 Procure Security 16 d Tue 11/10/15 Thu 12/3/15 $34,480.00
57 Request for Proposal for
Security Agents
10 d Tue 11/10/15 Mon 11/23/15 $2,800.00 20 58
58 Select Security Agency 3 d Tue 11/24/15 Mon 11/30/15 $840.00 57 59
59 Sign Contract Agreement with
Security Agency
3 d Tue 12/1/15 Thu 12/3/15 $30,840.00 58 60
60 Security Procured 0 d Thu 12/3/15 Thu 12/3/15 $0.00 59 64
61 Obtain supplies from ThunderTix 1 d Wed 3/9/16 Wed 3/9/16 $240.00 27 62
62 Determine Check‐in Process 1 d Thu 3/10/16 Thu 3/10/16 $240.00 61 63
63 Review and Approve Check‐in
Process
1 d Fri 3/11/16 Fri 3/11/16 $240.00 62 64,65
64 Train Event Staff 4 d Sat 3/12/16 Tue 3/15/16 $10,560.00 63,60 66
65 Booth Set‐Up 2 d Mon 3/14/16 Tue 3/15/16 $1,140.00 63 66
66 EVENT 5 d Wed 3/16/16 Sun 3/20/16 $17,200.00 65,53,39,46,71,72,73,68
67 Clean Up 4 d Mon 3/21/16 Thu 3/24/16 $2,400.00
68 Booth Breakdown and Clean Up 3 d Mon 3/21/16 Wed 3/23/16 $2,160.00 66 69
69 Venue Walk‐through with Hotel
Management
1 d Thu 3/24/16 Thu 3/24/16 $240.00 68 74
70 Project Closeout 60 d Mon 3/21/16 Fri 6/10/16 $50,400.00
71 Close all contracts 60 d Mon 3/21/16 Fri 6/10/16 $16,800.00 66 74
72 Balance budget 60 d Mon 3/21/16 Fri 6/10/16 $14,400.00 66 74
73 Record Lessons Learned 60 d Mon 3/21/16 Fri 6/10/16 $19,200.00 66 74
74 Project Closed 0 d Fri 6/10/16 Fri 6/10/16 $0.00 71,72,73,69
Marketing Dept
3/15
Procurement Dept
Procurement Dept
Procurement Dept
12/3
Facilities Dept[300
Facilities Dept
6/10
22

Risk Management Plan 1
THE BIG TRAVEL EXPO
MARCH 16-20, 2016
SAN DIEGO
RISK MANAGEMENT PLAN
Prepared by: KANOE, a Subsidiary of KAYAK
23

RISK MANAGEMENT PLAN
VERSION HISTORY
Version
#
Implemented
By
Revision
Date
Approved
By
Approval
Date
Reason
1.0 Ted Lozano 7/31/2015 Ted Lozano 08/01/2015
Initial Risk Management
Plan draft
1.1 Tracy Baker 8/5/2015 Ted Lozano 8/5/2015 Edit part of plan
1.2 Ervin Xheneti 8/9/2015 Ted Lozano 8/9/2015
Incorporated sponsor’s
recommendations
1.3 Tracy Baker 8/12/2015 Ted Lozano 8/12/2015 Grammar, minor edits.
24

TABLE OF CONTENTS
1 INTRODUCTION.................................................................................................................... 4
1.1 Purpose Of The Risk Management Plan ................................................................... 4
2 RISK MANAGEMENT PROCEDURE ................................................................................ 4
2.1 Process....................................................................................................................... 4
2.2 Risk Identification..................................................................................................... 4
2.3 Risk Analysis............................................................................................................. 4
2.3.1 Qualitative Risk Analysis .................................................................................... 4
2.3.2 Quantitative Risk Analysis .................................................................................. 5
2.4 Risk Response Planning............................................................................................ 5
2.5 Risk Monitoring, Controlling, And Reporting.......................................................... 6
3 TOOLS AND PRACTICES .................................................................................................... 6
3.1 FLOW CHART......................................................................................................... 6
3.2 CHECKLIST ANALYSIS ........................................................................................ 6
3.3 SWOT Analysis......................................................................................................... 6
4 RISK MANAGEMENT PLAN APPROVAL........................................................................ 7
5 APPENDICES .......................................................................................................................... 8
5.1 APPENDIX A: REFERENCES................................................................................ 8
5.2 APPENDIX B: KEY TERMS.................................................................................. 9
5.3 APPENDIX C: RISK REGISTER ......................................................................... 10
5.4 APPENDIX D: PROBABILITY AND IMPACT MATRIX ................................. 11
25

1 INTRODUCTION
1.1 PURPOSE OF THE RISK MANAGEMENT PLAN
This Risk Management Plan outlines the risks that are associated with production
of The Big Travel Expo. This plan details how the risks are identified, analyzed,
and managed. This plan also includes the risk management activities that will be
performed and how those activities will be recorded and monitored.
2 RISK MANAGEMENT PROCEDURE
2.1 PROCESS
Risks will be identified at the onset of the project and updated constantly as the
project progresses to minimize their impact. The project manager, working with
the project team and project sponsors, will ensure that risks are actively identified,
analyzed, and managed throughout the life of the project. The steps for
accomplishing this are outlined in the following sections. The project team will
meet once a week to review and update the risks and their responses.
2.2 RISK IDENTIFICATION
Risk identification will involve the project team, appropriate stakeholders, and
will include an evaluation of environmental factors, organizational culture, and
the project management plan including the project scope. Careful attention will
be given to the project deliverables, assumptions, constraints, WBS, budget,
resource plan, and other key project documents.
2.3 RISK ANALYSIS
All risks identified will be assessed to identify the range of possible project
outcomes. Qualification will be used to determine which risks are the top risks to
pursue and respond to and which risks can be ignored.
2.3.1 Qualitative Risk Analysis
The probability and impact of occurrence for each identified risk will be
assessed by the project team using the following approach:
Probability
• High 4 to 5 on the Risk Register Probability Rating
• Medium 2 to 3 on the Risk Register Probability Rating.
• Low 1 to 2 on the Risk Register Probability Rating
26

Impact
• High We would consider a high impact risk one that has a rating
of 4 to 5 according to the Impact category of Risk Register.
• Medium We would consider a medium impact risk one that has a
rating of 2 to 3 in the Risk Register.
• Low Any risk with a rating of 1 to 2 in the Risk Register.
Risks that fall within the RED and ORANGE zones on our Probability and
Impact Matrix will have risk response planning which may include both
risk mitigation and risk contingency plan. See Appendix D.
2.3.2 Quantitative Risk Analysis
Analysis of risk events that have been prioritized using the qualitative risk
analysis process and their affect on project activities will be estimated, a
numerical rating applied to each risk based on this analysis, and then
documented in this section of the risk management plan.
2.4 RISK RESPONSE PLANNING
Each major risk (those falling in the Red & Orange zones) will be assigned to a
project team member for monitoring purposes to ensure that the risk will not “fall
through the cracks”.
For each major risk, one of the following approaches will be selected to address
it:
• Avoid Eliminate the threat by eliminating the cause
• Mitigate Identify ways to reduce the probability or the impact of the risk
• Accept Nothing will be done
• Transfer Make another party responsible for the risk (e.g., buy insurance,
outsourcing)
For each risk that will be mitigated, the project team will identify ways to prevent
the risk from occurring or reduce its impact or probability of occurring. This may
include prototyping, adding tasks to the project schedule, adding resources, etc.
For each major risk that is to be mitigated or that is accepted, a course of action
will be outlined for the event that the risk does materialize in order to minimize its
impact.
27

2.5 RISK MONITORING, CONTROLLING, AND REPORTING
The level of risk on a project will be tracked, monitored and reported throughout
the project lifecycle.
A “Top 10 Risk List” will be maintained by the project team and will be reported
as a component of the project status reporting process for this project.
All project change requests will be analyzed for their possible impact to the
project risks.
Management will be notified of important changes to risk status as a component
to the Executive Project Status Report.
3 TOOLS AND PRACTICES
A Risk Log will be maintained by the project manager and will be reviewed as a standing
agenda item for project team meetings.
3.1 FLOW CHART
Plan Risk Management  Identify Risk  Perform Qualitative Analysis 
Perform Quantitative Analysis  Plan Risk Responses  Control Risk
3.2 CHECKLIST ANALYSIS
Developed based on historical information and knowledge from previous similar
projects and lowest level of RBS. Reviewed during project closure to incorporate
lessons learned.
3.3 SWOT ANALYSIS
Strengths
Parent company initial funding
Expo show will be self-sustaining
Educate the travel consumer
Weaknesses
Lack of experience
Opportunities
Strengthen parent companies brand
Increase sales for parent company
Future business opportunities
Threats
Not enough vendor booths sold
Not enough consumer tickets sold
Technical issues
Go over budget
28

4 RISK MANAGEMENT PLAN APPROVAL
The undersigned acknowledge they have reviewed the Risk Management Plan for the Big
Travel Expo Project. Changes to this Risk Management Plan will be coordinated with and
approved by the undersigned or their designated representatives.
Ervin Xheneti, Author Date
Project Risk Manager
KANOE
Ted Lozano, Reviewer Date
Project Manager
KANOE
Edwina McKinney, Approver Date
VP of Business Development
KAYAK
29

5 APPENDICES
5.1 APPENDIX A: REFERENCES
The following table summarizes the documents referenced in this document.
Document Name Description Location
References List of supporting documents. Appendix A
Key Terms List of terms and acronyms used in this
document.
Appendix B
Risk Register Detailed list of the risks with ranking and
score with planned risk response
Appendix C
Probability and
Impact Matrix
Grid for mapping the probability of risk
occurrence and impact on project
objectives
Appendix D
30

5.2 APPENDIX B: KEY TERMS
The following table explains key terms and acronyms used in this document.
Key Term Description
RBS Risk Breakdown Structure
SWOT Analysis Analysis of the Strengths, Weaknesses, Opportunities, and
Threats
WBS Work Breakdown Structure
31

5.3 APPENDIX C: RISK REGISTER
Risk Category Probability Impact Risk Score
Risk
Ranking
Risk Response Trigger Risk Owner
Inablility to sell more than 80% of
available booth spaces may negatively
impact the total revenue generated.
Cost, Quality 3 4 12 1
Will mitigate this risk by increasing
promotional efforts and offering "charter
vendor" status with special rates to high
profile exhibitors.
Two weeks prior to the event,
there are still 30 or more
booth spaces unsold.
Marketing,
Public Relations,
Project Manager
Reaching maximum ticket sales may
prevent people from attending the
event.
Scope, Cost 3 4 12 2
Will accept this risk as a sign of good
marketing procedures, and will incorporate
best practices for future events.
the general public tickets have
sold out.
Marketing,
Public Relations
The booth spaces may sellout,
therefore vendors might be turned
down from participating.
Scope, Cost 3 4 12 3
Will accept this risk as a sign of vendor
interest in the event, and will use the same
practice for future events.
all the booth spaces have sold
out.
Marketing,
Public Relations
Selling fewer than 3,000 tickets to
general public will negatively impact
the amount of revenue expected from
tickets sales.
Cost 2 5 10 4
Will mitigate this risk by signing high profile
keynote speakers and sponsors, offering
specials on GroupOn, doing radio and tv
giveaways, offering door prizes, etc.
Three weeks prior to the
event, there are still 25% of
tickets unsold.
Marketing,
Public Relations
Because this is our first event, budget
overruns are possible.
Cost 4 2 8 5
Will mitigate this risk by increasing sales of
booths/tickets and other promotional
items.
The Marketing Dept. has
exceeded the funds allocated
a month prior to the event.
Marketing,
Finance Dept.
Unsafe exibit booths or vendor
behavior can cause injury, which will
may result in negative public opinion
and/or potential lawsuit.
Quality 2 4 8 6
Will transfer this risk to an SME contractor
that can inspect and guarantee the proper
construction of the booths and proper use
during the event.
Vendor booths breaking
down.
Logistics,
Project Manager
Technical issues (e.g., poor Wifi
coverage) could result in delays and
unhappy vendors and customers.
Quality 4 2 8 7
Will mitigate this risk by having back-up
equipment and power on-site, contract
technical support, and have back-up paper
documentation.
Inability to scan tickets or
vendors, or inability to
connect to internet.
ThunderTix
Theft during the event could result in
unhappy vendors and customers.
Quality 2 3 6 8
Will mitigate this risk by contracting elite
security agency to monitor the facility
throughout the event.
Vendor complaint about
inventory missing.
Security
Trade show venue has an issue such
as a catastrophic event (e.g.,
earthquake, flooding), which may force
the relocation of the event.
Schedule 1 5 5 9
Will transfer the risk to the venue by
having them contractually obligated to
secure another venue.
Venue has not been procured
by 11/19/2015.
Procurement
If the event is cancelled, Kanoe - our
company created for this sole purpose -
may cease to exist.
Schedule,
Scope
1 5 5 10
Will mitigate the risk by ensuring that we
only contract with industry experts in
conventions and travel industries.
Deliverables are not being
met and/or ticket/booth sales
are very low.
Marketing,
Procurement
Risk Identification Risk ResponseQualitative Rating
KANOE Risk Register
32

5.4 APPENDIX D: PROBABILITY AND IMPACT MATRIX
KANOE Risk Matrix
Insignificant Minor Moderate Major Catastrophic
Almost Certain 5 10 15 20 25
Likely 4 8 12 16 20
Possible 3 6 9 12 15
Unlikely 2 4 6 8 10
Rare 1 2 3 4 5
Consequence
Likelihood
33

Procurement Plan 1
PROCUREMENT PLAN
Project ID Capstone – Group 4
Project Title The Big Travel Expo
Project Sponsor Edwina McKinney
Business Project Manager Ted Lozano
Project Start Date July 8, 2015 End Date March 15, 2016
PROCUREMENT INITIATION
Procurement Objective
Procurement will secure a one-year agreement with ticketing vendor for registration services to include:
ticketing, purchasing web page, bar code scanners, and point of sale system.
Procure venue large enough to host a travel show with approximately 100 vendor booths and floor
space to accommodate 3,000 - 4,000 patrons. Venue must include separate meeting space for
keynote speakers, entertainment, and an area for food demonstration/preparation.
Marketing support will be procured from an experienced advertising agency to include advertising in
print, TV, radio, and social media.
KANOE will contract with a security agency to provide 24-hour security of venue during the five-day
trade show. The security agency will provide staffing to secure entrances and patrol booth areas
during event hours with one roving patrol to ensure security of venue after hours.
Staffing services to provide ticket scanning, registration services, man information booths, and improve
customer interaction.
A talent agency will be procured to secure high profile keynote speakers as well as entertainment to
help draw patrons to show.
KANOE will acquire insurance coverage for venue through parent corporation as a rider on existing
policy. Monetary obligation for insurance will be handled through KANOE.
Procure computers and required software to outfit KANOE office space for 15 employees and video
conferencing equipment for meetings. Computers will have current processor technology and required
peripherals as well as all software necessary to conduct everyday administrative duties and
presentations.
34

Procurement Plan 2
Estimated Cost
Service to Procure Estimated Cost
Ticketing and Registration Services $ 800/Annually
Conference Venue $50,000
Marketing Services $40,000
Security Services $30,000
Event Staffing $50,000
Entertainment $50,000
Insurance $ 3,000
Computers $30,000
Software $20,000
Make vs. Buy
Item Make / Buy Description
Venue Buy
Facility to hold trade show must be procured due to the size
requirements necessary to accommodate 2,000 - 3,000
customers.
Marketing Services Buy
Procured due to limited internal resources. External
marketing contractor will have more resources and expertise
to apply to project increasing quality and reach of marketing
campaign.
Ticketing / Registration Buy
Procurement will secure a one-year agreement with ticketing
agency for registration services to include: Ticketing,
Purchasing web page, bar code scanners, and Point of Sale
system.
Security Services Buy
Security services are outside the scope of KANOE Staffing
expertise. Having a professional security firm present at the
event will provide safety for patrons and exhibitors.
Staffing Buy
Staffing services to provide ticket scanning, registration
services, man information booths and improve customer
interaction. Provide necessary on-site human resources.
Talent Agency Buy
Contract with a well-known talent agency to attract high-
profile Keynote Speakers. This will help draw customers to
the trade show and increase event participation.
Insurance Make
KANOE will acquire insurance coverage for venue through
parent corporation as a rider on existing policy. It is
financially prudent to this event as a rider on the existing
policy.
IT Buy
Computers and required software to outfit KANOE office
space for 15 employees and one conference room for
meetings. Computers will have current processor technology
and required peripherals as well as all software necessary to
conduct everyday administrative duties.
35

Procurement Plan 3
Vendor Selection
Venue will be procured using RFP process. Prospective sellers will be given a 30-day deadline for
submission and no late submissions will be evaluated. A single source will be contracted using a firm
fixed price contract to minimize risk of sub-contractor cost to KANOE.
Marketing Firm will be procured using RFP process with a pre-proposal conference to answer
questions of prospective bidders. A single source will be contracted with a cost plus award fee contract.
Contractor will receive bonus based on quality of product, timeliness of delivery, ingenuity, and cost
effectiveness.
Security Services will be procured using RFSQ process. Only bids from pre-qualified sellers will be
reviewed. Selection to be based on experience, capabilities, and price. A single source will be
contracted using a firm fixed price contract.
Staffing Services will be procured using RFSQ process. Only bids from pre-qualified sellers will be
reviewed. Selection will be based on experience, qualifications, and price. A single source will be
Talent Agency will be procured using RFSQ process. Only bids from pre-qualified sellers will be
reviewed. Selection to be based on experience, qualifications, and price. A single source will be
Computers and Software will be procured through an RFB process. Bids requested from prospective
sellers. No pre-bidders conference. Selection will be based on price. A single source will be
contracted using a firm fixed price contract
Ticketing and Registration will be procured from list of prospective sellers. Ticketing agency annual
membership will be purchased online. Selection will be based on features of system, ease of use, and
price against similar online ticketing services.
36

Procurement Plan 4
PROCUREMENT PLANNING
Selection Process and Criteria
Venue – will be procured through RFP / RFQ process using best value evaluation process. Criteria to
be evaluated will be size, reputation, technical expertise, price, and availability of on-site cooking
facilities.
Marketing Services - will be procured through RFP / RFQ process. A pre-proposal conference will be
held to answer all questions of potential sellers. Contract awarded using best value evaluation
process. Criteria to be evaluated will be capabilities, quality of work, technical expertise, and price.
Security Services - will be procured using pre-qualified sellers list. Selected from a list of candidates
generated from statements of qualifications and references received and verified. Selection criteria
evaluated will be experience, capabilities, and price.
Staffing Services - will be procured using pre-qualified sellers list. Selection will be from a list of
candidates generated from statements of qualifications and references received and verified. Selection
criteria to be evaluated will be experience, capabilities, and price.
Computers and software - will be procured using RFB process. Prospective sellers will be contacted
and bids solicited. Company with lowest bid to be selected.
Ticketing and Registration – Ticketing agency will be selected after market research is conducted by
KANOE staff. Criteria to be evaluated will be software features, ease of use, and price.
Procurement Planning Communications Management
All procurement documentation will be available to KANOE team members via Google Drive document
sharing portal (Google Docs). Procurement shall be an agenda item at each weekly staff meeting. The
agenda and minutes from each meeting will be forwarded via email to sponsors.
All updated documents will be posted via communications manager who will automatically generate
email informing rest of team.
Contract payments will be in accordance with checkpoint / funding schedule. Any requests to deviate
from scheduled payments must be approved through project manager and finance department.
37

Procurement Plan 5
Checkpoint / Funding Schedule
Expense Original Budget Deposit Due Date Checkpoint Date Final Payment Date
Venue $50,000 10/01/15 01/15/16 02/01/16
Rentals $75,000 01/15/16 02/15/16 03/30/16
Marketing $40,000 10/01/15 12/01/15 03/30/16
Event Staff $50,000 N/A 02/01/15 03/30/16
Security staffing $30,000 N/A 02/01/15 03/16/16
Insurance $ 3,000 09/30/15 12/01/15 04/15/16
Entertainment $50,000 10/01/15 12/01/15 03/30/16
Outside Services $ 1,000 09/30/15 09/01/15 03/30/16
Software $20,000 09/30/15 11/01/15 12/01/15
Hardware $30,000 09/30/15 02/01/15 03/30/15
Total $349,000
Evaluation Criteria / Weighting
Item: Conference Venue
Scoring Criteria: Reputation, Technical Expertise, Price, Cooking Facilities
Scoring Table (weights): 40% Technical Expertise , 25% Reputation, 20% Price, 15% Cooking
Facilities
Contract Type
Services will be secured through a Firm Fixed Price (FFP) contract with a lump sum pay out to be paid
within 30-days of event conclusion. We chose the FFP contract because we wanted a firm price for a
specific service without the possibility of the vendor later adjusting prices based off of demand,
economic adjustments, or sub-contractor over-runs.
38

Procurement Plan 6
Project Procurement Team
The following personnel are required for approval of any procurement contracts with manufacturers /
contractors.
Approval Level Name Procurement Role
Project Approval Ted Lozano Project Manager
Department Approval Jody Taylor Logistics Manager
Vendor Management
Procurement Manager will manage all contracts for this project. Monthly communication via email will
be conducted with all vendors on status of deliverables 9 to 3 months out from event and weekly
thereafter. Once deliverables are received from vendor, the product will be reviewed for correctness
and quality before payment will be issued.
Time sheets documenting all man hours will be delivered monthly on the 21
st
by close of business. If
the 21
st
is on a weekend, time sheets will be delivered the Friday before.
Project Procurement Plan / Signatures
Project Name: The Big Travel Expo
Project Manager: Ted Lozano
I have reviewed the information contained in this Project Procurement Plan and agree:
Jody Taylor, Author Date
Logistics Manager
KANOE
Ted Lozano Date
Project Manager
KANOE
Edwina McKinney Date
VP of Business Development
KAYAK
The signatures above indicate an understanding of the purpose and content of this document by those
signing it. By signing this document, they agree to this as the formal Project Procurement Plan.
39

Meeting Agenda Page 1
MEETING AGENDA
(1) Project ID Capstone – Group 4
(2) Project Title Travel Convention – The Big Travel Expo
(3) Project Sponsor Edwina McKinney
(8) Meeting Date Saturday, July 11, 2015
(9) Meeting Time 10:00am – 11:30am
(10) Meeting Location Mission Valley Coffee Bean
(11) Meeting Invitees Ted Lozano, Tracy Baker, Mike Heath, Ervin Xheneti,
Katherine Popejoy
(12) Meeting CC Edwina McKinney
(13) Prepared By Tracy Baker
(14) Meeting Title Meeting Agenda – Travel Expo
(15) Meeting Purpose
The purpose of this meeting is to finalize the project topic and begin work on the Project Charter.
40

(16) Agenda Topics
Start Time
10:00am Check – in
10:10am Summarize last meeting and Finalize Team’s Business – Tracy Baker
• Decide type of business in travel industry
10:20am Business Objectives – All
• Decide why we, as a business, are doing this event.
10:30am Group Name – All
• Brainstorm a group/team name
10:40am Travel Events – Ervin Xheneti
• Research update, understand different types of travel events, discuss
narrowing scope
10:50am Project Charter – All
• Review what team members have completed
• Breakdown Charter to determine what needs to be done, and assign tasks
11:15am Templates – Mike Heath
• Review uploaded templates, discuss order to be completed and who will be
responsible
11:20am Next Meeting – review what needs to get done
11:25am Meeting Evaluation – Force Field De-Brief
11:30am Meeting Concludes
41

MEETING AGENDA
(8) Meeting Date Wednesday, July 15, 2015
(9) Meeting Time 6:30pm – 8:45pm
(10) Meeting Location SDSU Classroom
Katherine Popejoy
(14) Meeting Title Meeting 2 Agenda – Travel Expo
The purpose of this meeting is to discuss and finalize the Project Charter and WBS, and
start working on the RACI Chart.
42

(16) Agenda Topics
Start Time
6:30pm Review Meeting Minutes from previous meeting – All
• Make any corrections
• Review what was decided
6:35pm Project Key Area update on Research / Project Charter – All
• Promoting Event, Registration/fee for public – Katherine Popejoy
• Vendor, Registration and Fees – Tracy Baker
• Schedule of Events – Ted Lozano
• Venue – Mike Heath
• Food Vendors/Logistics – Ervin Xheneti
7:00pm Project Scope – All
• Review and finalize Scope
7:10pm Deliverables – All
• Review List – any additions, remove
7:20pm Project Charter – All
• Breakdown Charter to determine what needs to be done, assign tasks
7:45pm WBS (Work Breakdown Schedule) – All
• Discuss what needs to be done
• Assign tasks
8:10pm RACI Chart – All
• Assign Tasks
8:30pm Next Meeting – review what needs to get done
8:40pm Meeting Evaluation – Force Field De-Brief
8:45pm Meeting Concludes
43

MEETING AGENDA
(8) Meeting Date Friday, July 17, 2015
Katherine Popejoy, Jody Taylor
(14) Meeting Title Meeting 3 Agenda – The Big Travel Expo
The purpose of this meeting is to edit and finalize the Project Charter and the WBS.
44

(16) Agenda Topics
Start Time
5:05pm Project Charter – Ted Lozano, Katherine Popejoy, and Tracy Baker
• Review work completed in last meeting
• Have other team members review
• Identify any areas needing revision or additional work
• Set a deadline to complete and submit Project Charter
5:30pm WBS – Mike Heath, Jody Taylor, and Ervin Xheneti
• Review work completed in last meeting
• Have other team members review
• Set a deadline to complete and submit WBS
• Review requirements
• Divide work and assign tasks
• Set a deadline to complete and submit the Project Scope
6:10pm Project Deliverables – All
• Review List – any additions, remove, finalize
6:15pm RACI Chart – Jody Taylor
• Assign Tasks
• Set a deadline to complete
45

MEETING AGENDA
The purpose of this meeting is to edit and finalize the Project Charter and WBS.
46

(16) Agenda Topics
Start Time
7:05pm Project Charter – Ted Lozano and Katherine Popejoy
• Review charter comment from Paul
• Set a deadline to complete and submit final Project Charter
• Review WBS comments from Paul Morris
• Set a deadline to complete and submit WBS
• Review requirements
• Divide work and assign tasks
• Set a deadline to complete and submit the Project Scope
• Update
• Set a deadline to complete
47

MEETING AGENDA
(8) Meeting Date Monday, July 27, 2015
The purpose of this meeting is to finalize Project Charter,WBS and RACI and to begin work on
the Project Scope, MS Project Schedule and Risk Management Plan.
48

(16) Agenda Topics
Start Time
6:05pm Project Charter – Ted Lozano, Katherine Popejoy, and Tracy Baker
• Review last charter comments from Paul
• Set a deadline to finalize and submit final Project Charter
• Review last WBS comments from Paul
• Set a deadline to finalize and submit final WBS
• Review last RACI comments from Paul
• Set a deadline to finalize and submit final RACI
6:35pm Project Scope – Tracy Baker
• Review first draft of Project Scope
• Identify any areas needing additional work
• Assign tasks to complete Project Scope
• Set a deadlines to complete tasks and submit the Project Scope
6:50pm MS Project Schedule – Katherine Popejoy
• Identify what needs to be done for Project Schedule
• Discuss Critical Path, Key Deliverables, Milestones, Resource Table
• Assign tasks to complete the Project Schedule
• Set deadline for first draft to be completed
7:10pm Project Risk Plan and Risk Register – All
• Review Risk Plan and Risk Register Templates to develop key elements of
Risk Management Plan
• Identify and assign tasks to complete the Risk Plan and Risk Register
49

MEETING AGENDA
The purpose of this meeting is to begin work on the MS Project Schedule and the Risk
Management Plan.
50

(16) Agenda Topics
Start Time
7:05pm Review submitted work – Mike Heath
• Project Charter, WBS, RACI, Scope Statement – any revisions needed?
• Set revision deadlines
• Identify what needs to be done for Project Schedule
• Assign tasks to complete the Project Schedule
8:00pm Project Risk Plan and Risk Register – Ervin Xheneti
• Review Risk Plan Templates to develop key elements of Risk Management
Plan
• Identify and assign tasks to complete the Risk Plan
8:30pm Risk Register – Ted Lozano
• Review Risk Register Templates
• Identify and assign tasks to complete the Risk Register
8:45pm Procurement Plan – Tracy Baker
• Briefly review Procurement Plan requirements
• Identify and assign tasks
51

MEETING AGENDA
(8) Meeting Date Sunday, August 2, 2015
(10) Meeting Location Mission Valley Public Library – Study Room B
The purpose of this meeting is finalize MS Project Schedule and to continue to work on the Risk
Management and Procurement Plan.
52

(16) Agenda Topics
Start Time
2:05pm Review submitted work – Mike Heath
• RACI – discuss final comments from Paul
• Review MS Project Schedule
• Identify what needs to be done to finalize Schedule
• Agree on deadline for submission
2:45pm Project Risk Plan and Risk Register – Ervin Xheneti and Ted Lozano
• Review work completed on Risk Plan and Register
• Identify what needs to be done to complete the Risk Plan
• Set deadline for next draft to be completed
3:15pm Procurement Plan – Jody Taylor
• Discuss Procurement Plan requirements
• Identify what needs to be done to complete plan and assign tasks
• Set deadline for next draft to be completed
3:35pm Final Presentation – Mike Heath and Tracy Baker
• Review Capstone presentations from former students
• Review first outline of PowerPoint presentation
• Decide presentation topics
53

MEETING AGENDA
(8) Meeting Date Wednesday, August 5, 2015
The purpose of this meeting is finalize MS Project Schedule and to continue to work on the Risk
Management and Procurement Plan.
54

(16) Agenda Topics
Start Time
7:05pm Review submitted work – Mike Heath and Katherine Popejoy
• MS Schedule – review comments from Shawn Hall and document updates
from last meeting
• Identify what needs to be done to complete the Risk Plan
• Set deadlinefor next draft and final project submission
• Discuss Procurement Plan work
• Identify what needs to be done to complete plan and assign tasks
• Set deadline for next draft and final project submission
8:15pm PowerPoint Presentation – Mike Heath and Tracy Baker
• Review first outline of PowerPoint presentation
• Identify want needs to be done to complete the presentation
8:40pm Project Binder – Mike Heath
• Discuss requirements and format of binder
• Identify what needs to be done and assign tasks
• Set deadlines for completion
55

MEETING AGENDA
(10) Meeting Location Mission Valley Library
The purpose of this meeting is finalize the Risk Management and Procurement Plan and to
begin work on the PowerPoint Presentation.
56

(16) Agenda Topics
Start Time
• Review comments from Geri Wales
• Identify what still needs to be done to complete the Risk Plan
• Set deadline for final project submission
• Review comments from Eve Babcock
• Identify what needs to be done to finalize Procurement Plan
• Set deadline for final project submission
2:15pm PowerPoint Presentation – Mike Heath and Tracy Baker
• Review outline of PowerPoint presentation – decide format
• Identify want needs to be done to complete the presentation
3:00pm Project Binder – Mike Heath
• Discuss requirements and format of binder
• Identify what needs to be done and assign tasks
• Set deadlines for completion
57

Meeting Minutes Page 1
MEETING MINUTES
(2) Project Title Travel Convention
(6) Start Date July 8, 2015 (7) End Date TBD
Katherine Popejoy
(13) Absent N/A
(14) Prepared By Katherine Popejoy
(15) Agenda Topics
Agenda Topic 1 Read and Discuss Capstone Guidelines – All – 7:00pm
Agenda Topic 2 Choose a project – All
Agenda Topic 3 Assign roles and distribute tasks for next meeting – All
Next Steps
(16) List of Handouts
Handout 1 Capstone Guidelines
Handout 2 Class 1 handouts
58

(17) Notes / Discussion Topics
A) Agenda Topic 1: Read and Discuss Capstone Guidelines - All
• Reviewed Guidelines independently
• Discussed each project option in depth and narrowed down options
B) Agenda Topic 2: Choose a project - All
• Chose project 8: Trade show/convention
• Brainstormed ideas and decided to do a travel convention
• Discussed briefly the logistics and requirements for hosting a travel convention
C) Agenda Topic 3: Assign roles and distribute tasks for next meeting - All
• Roles:
o Ted Lozano: Project Manager
o Tracy Baker: Meeting Leader/Facilitator
o Mike Heath: Communicator
o Ervin Xheneti: Market Research
o Katherine Popejoy: Scribe
(18) List of New Action Items
• Draft project scope for charter – Tracy and Katherine – due 7/11/2015
• Draft project resources for charter – Mike – due 7/11/2015
• Draft project risks for charter – Ted – due 7/11/2015
• Research logistics of planning and running a travel convention – Ervin – due 7/11/2015
• Complete next meeting’s agenda – Tracy – due 7/10/2015
• Complete meeting minutes and distribute to team for review – Katherine – due 7/11/2015
• Send agenda and meeting minutes to Edwina – Mike – due 7/15/2015
(19) Next Steps
1. Decide company name
2. Determine project end date
3. Complete draft project charter
4. Draft WBS
5. Draft RACI
59

MEETING MINUTES
(2) Project Title Travel Convention - The Big Travel Expo
(8) Meeting Date Saturday, July 11, 2015
(9) Meeting Time 10:00am – 11:30am
Katherine Popejoy
(13) Absent N/A
(15) Agenda Topics
Agenda Topic 1 Finalize Team’s Business – Tracy Baker - 10:10am
Agenda Topic 2 Discuss Business objectives – All – 10:20am
Agenda Topic 3 Brainstorm a group name – All – 10:30am
Agenda Topic 4 Research update – Ervin Xheneti – 10:40am
Agenda Topic 5 Review and discuss project charter – All – 10:50am
Agenda Topic 6 Review templates and discuss action items – Mike Heath – 11:15am
Force Field Debrief – All – 11:25am
Handout 1 List of Deliverables from Tracy
Handout 2 Scope Statement from Tracy
60

A) Agenda Topic 1: Finalize Team’s Business – Tracy Baker
• We are Kanoe, a subsidiary of Kayak.com
• Specialize in hosting travel shows across the country
• First event, “The Big Travel Expo”, in San Diego, CA from 16 Mar 2016 – 20 Mar 2016
B) Agenda Topic 2: Discuss Business Objectives - All
• Generate revenue from ticket sales and vendor booths
• Promote kayak.com and partner companies, e.g., Expedia, Travelocity
• Develop new business connections
C) Agenda Topic 3: Brainstorm a group name - All
• N/A – discussed with Agenda Topic 1
D) Agenda Topic 4: Research update – Ervin Xheneti
• Travel shows are a couple of days, with guest speakers
• Foods from all over the world are popular
• Vendors can include clothing companies, cruise lines, etc.
• Keep the scope broad to draw in different types of travelers.
E) Agenda Topic 5: Review and discuss project charter - All
• Review the scope statement that Tracy Baker drafted
• Discuss deliverables, split into organization deliverables and project deliverables
• Identified Stakeholders and Sponsor
• Budget ~ $250,000; anticipating 3,000-4,000 people, ~100 vendors
F) Agenda Topic 6: Review templates and discuss action items – Mike Heath
• Templates all available on Google Docs
• Distribute responsibilities:
o Katherine Popejoy: promoting event, registration/fees for public
o Tracy Baker: Vendors, registration/fees
o Ted Lozano: Schedule of events
o Mike Heath: Venue
o Ervin Xheneti: Food vendors/logistics
• Complete meeting minutes – Katherine Popejoy – due 7/13/2015
• Review meeting minutes and agendas – ALL – due 7/14/2015
• Complete next meeting’s agenda – Tracy Baker – due 7/14/2015
• Send meeting minutes and agenda to Edwina McKinney – Mike Heath – due 7/14/2015
• Begin researching key areas – ALL – due 7/15/2015
• Finalize scope – Tracy Baker – due 7/15/2015
• Distribute links for travel sites – Ervin Xheneti – due 7/15/2015
61

(19) Next Steps
2. Draft WBS
3. Draft RACI
(20) Force Field Debrief
+ -
Forming stage: Team is very agreeable One member arrived late
Completed all tasks on agenda Didn’t follow agenda very well
Quickly established tasks and responsibilities Slow to start
62

MEETING MINUTES
Jody Taylor, Katherine Popejoy
(13) Absent N/A
(15) Agenda Topics
Agenda Topic 1 Review Previous Meeting Minutes – All – 6:30pm
Agenda Topic 2 Project Key Area Updates (Research/Charter) – All – 6:35pm
Agenda Topic 3 Review and Finalize Scope – All – 7:00pm
Agenda Topic 4 Review and Finalize Deliverables – All – 7:10pm
Agenda Topic 5 Discuss and Assign Tasks for Charter, WBS, and RACI – All – 7:20pm
Force Field Debrief – All - 8:40pm
Handout 1 Agenda for this meeting
Handout 2 360 Review template
63

A) Agenda Topic 1: Review Previous Meeting Minutes - All
• Welcome new member Jody Taylor to the group and update him on the project
• Discussed current meeting minute and agenda templates
B) Agenda Topic 2: Project Key Area Updates (Research/Charter) - All
• Katherine Popejoy – Promoting Event, Registration/Fees for Public
o $20 per ticket per day, $80 deal for all 5 days
o ThunderTix premium business package for selling tickets (~$800/yr)
• Tracy Baker – Vendor, Registration and Fees
o 200 booths, cost scheme depending on aisle booth, corner booth, island, etc.
o Industry standard = $21 per sq. ft.
o Other opportunities for event revenue (floor ads, door bags, speaker sponsorship, etc.)
• Ervin Xheneti – Food Vendors/Logistics
o Decided against selling booths specifically for restaurants/food prep
• Ted Lozano– Schedule of Events
o General schedule layout, different continent themes every day
o Cooking shows (as opposed to having food vendors)
• Mike Heath – Venue
o Manchester Grand Hyatt, ~$50,000 for event
o Discount for speakers’ rooms
C) Agenda Topic 3: Review and Finalize Scope - All
• The scope statement that Tracy Baker wrote is fine for the charter draft
• The entire Scope Statement will be drafted after Paul Morris gives the okay on draft charter
D) Agenda Topic 4: Review and Finalize Deliverables - All
• N/A – discussed in Topic 5 for WBS
E) Agenda Topic 5: Discuss and Assign Tasks for Charter, WBS, and RACI - All
• Team split up to work on Charter and WBS
o WBS: Mike Heath, Ervin Xheneti, and Jody Taylor
o Charter: Tracy Baker, Katherine Popejoy, and Ted Lozano
• Jody Taylor will complete the RACI once WBS has been completed
• Complete draft charter – Katherine Popejoy – due 7/16/2015
• Review draft charter – Ted Lozano and Tracy Baker – due 7/17/2015
• Complete draft WBS – Mike Heath, Ervin Xheneti, and Jody Taylor – due 7/17/2015
64

(19) Next Steps
2. Complete draft WBS
3. Draft RACI
+ -
Divided and conquered! New team member
Worked very well together Started late d/t lecture
Minimal storming, mostly norming Didn’t reference agenda, went out of order
65

MEETING MINUTES
(8) Meeting Date Friday, July 17, 2015
(13) Absent N/A
(15) Agenda Topics
Agenda Topic 2 Project Charter Update – Ted Lozano, Tracy Baker, and Katherine Popejoy – 5:05pm
Agenda Topic 3 WBS Update – Mike Heath, Jody Taylor, and Ervin Xheneti – 5:30pm
Agenda Topic 4 Discuss Project Scope – All – 6:00pm
Agenda Topic 5 Discuss Project Deliverables – All – 6:10pm
Agenda Topic 6 Discuss RACI Chart – Jody Taylor – 6:15pm
Handout 1 Draft Project Charter
Handout 2 Draft WBS
66

• Everyone okay with previous meeting minutes
B) Agenda Topic 2: Project Charter Update – Ted Lozano, Tracy Baker, Katherine Popejoy
• Read draft charter as a group
• Tweaked wording throughout to standardize between documents
• Revisions to charter to be uploaded to Google Docs by 7/20, send draft by 7/21
C) Agenda Topic 3: WBS Update – Mike Heath, Jody Taylor, Ervin Xheneti
• Discussed leveling scheme for WBS
• Read draft WBS as a group and made corrections
• Revisions to WBS to be uploaded to Google Docs by 7/20, send draft by 7/21
D) Agenda Topic 4: Discuss Project Scope - All
• Plan to start Scope after draft charter reviewed first time
• Scope will be completed by Tracy Baker and Katherine Popejoy
E) Agenda Topic 5: Discuss Project Deliverables - All
• Finalized list of Organizational and Project Deliverables
F) Agenda Topic 6: Discuss RACI Chart – Jody Taylor
• Jodi Taylor will draft RACI after draft WBS reviewed first time
• Complete draft charter – Katherine Popejoy – due 7/20/2015
• Complete draft WBS – Mike Heath – due 7/20/2015
• Review draft charter/WBS – ALL – due 7/21/2015
• Send draft charter/WBS to Paul Morris – Mike Heath – due 7/21/2015
• Send meeting minutes and agendas to Edwina McKinney – Mike Heath – due 7/21/2015
(19) Next Steps
1. Draft RACI
2. Draft Scope
+ -
Stuck to agenda Team members arrived late
Completed Charter Team member had to leave early
No hogging WBS incomplete
Finished on time Paperwork unorganized
Poor location choice for Friday night
67

MEETING MINUTES
(13) Absent Tracy Baker, Katherine Popejoy
(14) Prepared By Mike Heath
(15) Agenda Topics
Agenda Topic 2 Project Charter Review – Mike Heath – 7:05pm
Agenda Topic 3 WBS Update– Mike Heath – 7:30pm
Agenda Topic 4 Project Scope – All – 8:00pm
Agenda Topic 5 RACI Chart – Jody Taylor – 8:30pm
Force Field Debrief – All – 8:45pm
Handout 2 Draft WBS
68

• Reviewed meeting minutes from 7/17 .
B) Agenda Topic 2: Project Charter Update – Mike Heath
• Reviewed Paul Morris’s comments on Charter rough draft. Discussed changes.
• Made updates to Charter to be more aligned with the WBS.
• Revisions to charter to be uploaded to Google Docs by 7/23 am, send 2nd draft by 7/23 pm.
C) Agenda Topic 3: WBS Update – Mike Heath
• Reviewed changes made based upon Paul Morris’s comments
• Asked Shawn Hall to review and give input. Suggested adding “Procurement” at a higher level and put all
contracts w/in. Made changes in class.
• Revisions to WBS to be uploaded to Google Docs by 7/23 am, send draft by 7/23 pm.
D) Agenda Topic 4:Discuss Project Scope - All
• Discussed how Charter needs to be revised to make scope statement better
• Scope will be completed by Tracy Baker and Katherine Popejoy.
• Sent email to Tracy Baker and Katherine Popejoy with proposed due date of Monday, 7/27 for team mtg.
E) Agenda Topic 5:Discuss RACI Chart – Jody Taylor
• Jodi Taylor worked on first draft in class as WBS was updated to reflect changes.
• Agreed to have RACI 1st
draft done by 7/23 for review with Paul Morris.
• Complete meeting minutes – Mike Heath – due 7/23/2015
• Complete next meeting’s agenda – Tracy Baker/Mike Heath – due 7/27/2015
• Complete 2nd
draft charter – Mike Heath – due 7/23/2015
• Complete 2nd
draft WBS – Mike Heath – due 7/23/2015
• Review draft charter/WBS/RACI – ALL – due 7/23/2015 am.
• Send draft charter/WBS/RACI to Paul Morris – Mike Heath – due 7/23/2015, 5pm
(19) Next Steps
1. Draft RACI
2. Draft Scope
+ -
Stuck to agenda
Great progress on RACI
Lots of good ideas
Missing 2 members of the team
Lots of cross-talk
Behind on Scope Statement
Got off track a lot
69

MEETING MINUTES
(8) Meeting Date Monday, July 27, 2015
(13) Absent N/A
(15) Agenda Topics
Agenda Topic 1 Review Meeting Minutes from Previous Meeting – All – 6:00pm
Agenda Topic 2 Project Charter – Ted Lozano, Katherine Popejoy, and Tracy Baker – 6:05pm
Agenda Topic 3 WBS – Mike Heath, Jody Taylor, and Ervin Xheneti – 6:15pm
Agenda Topic 4 RACI Chart – Jody Taylor – 6:25pm
Agenda Topic 5 Project Scope – Tracy Baker – 6:35pm
Agenda Topic 6 MS Project Schedule – Katherine Popejoy – 6:50pm
Agenda Topic 7 Project Risk Plan and Risk Register – All – 7:10pm
Force Field Debrief – All – 7:25pm
Handout 2 Draft WBS
Handout 3 Draft RACI
70

Handout 4 Draft Scope Statement
A) Agenda Topic 1: Review Meeting Minutes from Previous Meeting - All
B) Agenda Topic 2: Project Charter – Ted Lozano, Katherine Popejoy, and Tracy Baker
• Revised project charter per group discussion and comments from Paul Morris
• Mike Heath to make changes and send final copy to Paul Morris by EOB 28 Jul 2015
C) Agenda Topic 3: WBS – Mike Heath, Jody Taylor, and Ervin Xheneti
• Everyone okay with WBS
• Mike Heath to send final copy to Paul Morris by EOB 28 Jul 2015
D) Agenda Topic 4: RACI Chart – Jody Taylor
• Reviewed RACI as a group and shortened the length.
• Jody Taylor to make final changes and Mike Heath to send final copy to Paul Morris by EOB 28 Jul 2015
E) Agenda Topic 5: Project Scope – Tracy Baker
• Reviewed Scope Statement as a group and made suggestions and minor changes/additions
• Tracy Baker and Mike Heath to make updates discussed and Mike Heath to send draft copy to Paul Morris
EOD 27 Jul 2015.
• Mike Heath to make updates per Paul’s recommendations and send back final copy by EOB 28 Jul 2015
F) Agenda Topic 6: MS Project Schedule – Katherine Popejoy
• Katherine Popejoy will make an outline on MS Project based on the final copy of the WBS
• Dates and resourced will be added in the next meeting on 29 Jul 2015
G) Agenda Topic 7: Project Risk Plan and Risk Register – All
• Ervin Xheneti will draft a Risk Plan by next meeting, 29 Jul 2015
• Ted Lozano will draft a Risk Register by next meeting, 29 Jul 2015
• Complete and send draft Scope Statement – Mike Heath and Tracy Baker – due 7/27/2015
• Complete and send final charter – Mike Heath – due 7/28/2015
• Complete and send final WBS – Mike Heath – due 7/28/2015
• Send final RACI – Mike Heath – due 7/28/2015
• Make final edits and send final scope statement – Mike Heath – due 7/28/2015
• Draft Gantt – Katherine Popejoy – due 7/29/2015
• Draft Risk Plan – Ervin Xheneti – due 7/29/2015
• Draft Risk Register – Ted Lozano – due 7/29/2015
71

(19) Next Steps
1. Finalize Risk Plan
2. Finalize Risk Register
+ -
Followed the agenda order Team members arrived late
Finished on time Location was noisy and crowded
Completed all deliverables for 7/28/15 Spent longer on certain topics, forcing us to spend less
time on others
72

MEETING MINUTES
(13) Absent N/A
(15) Agenda Topics
Agenda Topic 2 Review Submitted Work – Mike Heath – 7:05pm
Agenda Topic 4 Project Risk Plan – Ervin Xheneti – 8:00pm
Agenda Topic 5 Risk Register – Ted Lozano – 8:30pm
Agenda Topic 6 Procurement Plan – Tracy Baker – 8:45pm
Handout 1 Draft MS Project Schedule
Handout 2 Draft RACI (Original copy and copy containing Paul’s recommendations)
73

A) Agenda Topic 1: Review Meeting Minutes from Previous Meeting - All
B) Agenda Topic 2: Review Submitted Work – Mike Heath
• RACI: Discussed Paul’s suggested revisions. Agreed on final format
• Charter/WBS/Scope Statement: Complete. Moving to a finalized documents folder
C) Agenda Topic 3: MS Project Schedule – Katherine Popejoy
• Discussed possibility of reorganizing the flow of the schedule
• Katherine Popejoy to revise structure of schedule and add resources and predecessors by next meeting
D) Agenda Topic 4: Project Risk Plan – Ervin Xheneti
• Discussed existing template and obtained new template from instructor
• Ervin Xheneti to update Risk Plan on new template by next meeting
E) Agenda Topic 5: Risk Register – Ted Lozano
• Reviewed draft risk register
• Ted Lozano to update Risk Register on new template by next meeting
F) Agenda Topic 6: Procurement Plan – Tracy Baker
• Transferred responsibility of drafting the procurement plan to Jody Taylor
• Tracy Baker to begin drafting the PowerPoint presentation
• Complete and send final RACI – Mike Heath – due 7/29/2015
• Complete Rev. 2 of Schedule in MS Project and send to Shawn Hall – Katherine Popejoy – due 7/31/2015
• Complete Risk Plan draft – Ervin Xheneti – due 8/2/2015
• Transcribe Risk Register onto new template – Ted Lozano – due 8/2/2015
• Draft Procurement Plan – Jody Taylor – due 8/2/2015
• Begin PowerPoint Presentation – Tracy Baker – due 8/2/2015
• Book Study Room at Mission Valley Library for 8/2/2015 @ 1400 – Mike Heath – 8/2/2015
• Prepare pictures of previous Capstone presentations – Mike Heath – 8/2/2015
(19) Next Steps
1. Finalize schedule in MS Project
2. Finalize Risk Plan
3. Finalize Risk Register
4. Draft Procurement Plan
5. Begin Assembling PowerPoint Presentation
74

+ -
Started meeting early @ 1815 Confusion with risk template
Finished meeting early @ 2000
Divided work equally and quickly (Performing phase)
Followed agenda well
75

MEETING MINUTES
(10) Meeting Location Mission Valley Public Library – Study Room B
(13) Absent N/A
(15) Agenda Topics
Agenda Topic 2 Review submitted work – Mike Heath – 2:05pm
Agenda Topic 4 Project Risk Plan and Risk Register – Ervin Xheneti and Ted Lozano – 2:45pm
Agenda Topic 5 Procurement Plan – Jody Taylor – 3:15pm
Agenda Topic 6 Final Presentation – Mike Heath and Tracy Baker – 3:35pm
Force Field Debrief – 3:50pm
N/A
76

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