1. FINAL PROJECT REPORT
MOTHER’S DAY
Group Members:
Anh Ha 000325547
Caitlin Osmond 000347965
Hongxia Chen 000352949
Micheline King 000183931
Sukhjit Singh 000356231
Project Name: Mother’s Day
Subject: Project Management
Course name: BUSN BE305
Instructor: Giselle Jones
Date: 8 April 2015
2. Executive Summary
Prepared by Caitlin Osmond
Our project will host a Mother's day event at Mohawk college for March 19th, which
would include an hour long meeting of fellow Mohawk Students in the afternoon. The
intent is to provide a fun, low key social gathering for stressed out Mother's who are also
working hard in school, and to gather people together to create enduring contacts of those
with similar interests and life events. Games will be provided, as will snacks and an
agenda of activities.
Our project Team consists of the project Manager Hongxia Chen, the head of marketing
Sukhjit Singh, The HR manager Caitlin Osmond, and two assistants Anh Ha and
Micheline King, both of whom will contribute to sponsoring roles if applicable. We are
like-minded individuals who set out to provide a great experience for fellow Mohawk
Mothers, based on our project Manager's lead and direction.
The project team sets out with the intent of—
• Establishing an interesting and fun day of planned Mother's day activities
• Creating a student survey to determine the attendance of our event
• Providing relevant and appropriate game activities to last for our one hour
timeline (snacks and beverages included)
• Staying within or under our projected budget of $75
• Hosting a maximum of 15 or less Mother's day attendees
• Leaving the project with the hopeful result of creating lasting relationships
between attendees
We expect that costs will escalate as the chosen activities of the day are finalized closer to
the planned gathering on April 19th. Our activities have been narrowed down to hosting a
discussion, showing a video or movie related to a Mother's day event, and a card game or
personal experience sharing. Food will be provided in snacks, small drinks, and this cost
is projected to take a quarter of our overall budget expenditures.
The estimate cost of the budget is starting at $75 when calculating potential costs of
hosting, labour and food. We will move forward with the intent of minimizing the costs
where we can.
Our project will hopefully gather a group of Student Mothers together and create a
community within the college, that can meet at future dates of their choosing should they
make friends at our gathering, but this is merely a forecast of our project and not a
necessary goal for completion. This Mother's day project will move forward by first
creating and completing a survey in the college that will request an RSVP collection so the
team can properly plan for the amount of people expected to be attending.
MOTHER’S DAY 2
4. Content Page #
— Anh Ha 25
— Caitlin Osmond 25
— Hongxia Chen 25
— Sukhjit Singh 26
9.0 Conclusion 27
Bibliography 29
Table of Appendices 29
Pictures of Mother’s Day 30
MOTHER’S DAY 4
5. 1.0 Project Introduction
1.1 Project Name and Description
Prepared by Caitlin Osmond
Prepared by: Hongxia Chen, Sukhjit Singh, Caitlin Osmond, Anh Ha and Micheline King
Date: 8 April 2015
Objectives:
• Establishing an interesting and fun day of planned Mother's day activities
• Providing relevant and appropriate game activities to last for our one hour
timeline (snacks and beverages included)
• Staying within or under our projected budget of $75
• Hosting a maximum of 15 or less Mother's day attendees
• Leaving the project with the hopeful result of creating lasting relationships
between attendees
Scope:
Our Mother's day project must create and complete a student survey to identify the
attendee's of this event. The first step must be to establish an itinerary for the hour of
hosting on 19 March 2015. We have allocated job titles to each team member. We must
now advertise this event and continue planning activities to host to last for a one hour
timeline. We must create a budget allowing for buying the materials for our project, and
divvy out the costs to whomever is sponsoring this event or offering their services as a
team member. This will take upwards of two to six weeks to plan in it's entirety.
Assumptions:
Dividing the roles equally, keeping up to our scheduling and obtaining the
resources for this project will be the constraints of this project. We have evaluated the
trustworthiness of all members and feel that going into this hosting event it will be easy to
mitigate potential 'no-shows' for team meetings. Our budget of $75 dollars is realistic
enough to assume that should every team member pull out, it is manageable enough to be
covered by one person alone. We anticipate that procuring a room for our project will be
easy, and we assume that because Mohawk College offers such services daily (and has
more than one room available) it will be possible to change locations up until the day of
completion. The activities and snacks will be obtained well ahead of the actual Mother's
Day gathering, to mitigate the risk of our original ideas of how we will get them fall
through.
Cost:
Materials, rent, sponsorship and labour have all been calculated at a grand cost of
$75. This is not expected to fluctuate as unseen costs have been accounted for, however we
do realize that this number will change as the project moves forward, and we will monitor
our costs consistently to keep them within an acceptable level.
MOTHER’S DAY 5
6. Schedule:
The project will progress up until implementation on March 19th 2015, in either the
I or A wing of Mohawk college. We will be working from mid February 2015 until April
8th to monitor our constraints, mitigate delays and potential risks (group members
participation levels). The group expects to meet every Friday and have the survey
completed by the second week of March. Please see work breakdown structure for further
information.
1.2 Project Charter
Prepared by Caitlin Osmond
Project Title: "A Single Mother's Day"
Project Start Date: January 14th 2015
Projected Finish Date: March 25th 2015
Budget Information: $75
Project Manager: Hongxia Chen
Project Objectives:
To host a Mother's day event (1 hour long) with food and beverages, and activities.
Success will be gauged mostly by attendance and completion of hosting.
Main Project Success Criteria:
• Meet set deadlines
• Establish connection with attendees
• Host a specific number of people, correlated to survey results (projected 15
maximum)
Approach:
1. Contact Mohawk college MSA (student association)
2. Create Survey
3. Create Petition Sheet (for attendee signatures for confirmation)
4. Extra: Will we have this at the college (Place), Do we need a Permit, and figuring
out if this Mother's Day idea could establish a club at the College
MOTHER’S DAY 6
7. Roles and Responsibilities
Sign-off:
Comments:
Breakdown of initial tasks assigned from February 9th to February 15th 2015
Expected duties moving forward:
A) Survey sheet and Questions/Survey distribution/Survey Analysis by Hongxia,
Sukhjit and Micheline
B) Place: room idea from Micheline
C) MSA approval and room booking confirmation from Caitlin
D) Club if feasible from Caitlin and Anh
E) Signature Sheet by Anh
F) Sponsorship connection by Anh (Do we have to fund raise for this? etc.)
1.3 Project Scope Management
Prepared by Anh Ha
Project Justification: Giselle Jones requested an attainable and realistic project from
multiple groups of student in Mohawk that are attending her Project Management class.
We created a Mother's Day project to relate and show appreciation to the mothers out
there in campus. This project will help bring the mothers in Mohawk together, share their
experience among one another, relate, and befriend one another. The budget of the project
is $75. This will be a free of charge event because we want to do this for a good cause, no
money is required to be made.
Role Name Organization/
Position
Contact
Information
Project Manager Hongxia Chen Project Manager matsachen0585@gmail.
com
Marketing Sukhjit Singh Head of Marketing sukh4jeet@gmail.com
HR duties Cait Osmond Public Relations
Manager
cait.osmond@gmail.co
m
Administrative
duties
Anh Ha Sponsor/Assistant h.anh4@outlook.com
Administrative
duties
Micheline King Assistant mkingmaster1@gmail.
com
MOTHER’S DAY 7
8. Event Characteristics and Requirements:
1.Request for event to happen in Mohawk: Contact the MSA center and inform them of
the event, acquire their permission.
2.Room: Book a room within Mohawk to host event. (J103)
3.Date and time: Upon survey research, pick a date that'll have best RSVP results.
4.Raise awareness with posters including date, time, what our event is all about, free of
charge, food availability. Flyers post around the school, the MSA centre, the gym, the
library.
5.RSVP: Check RSVP to estimate the amount of people coming.
6.Food and drinks: Prepare spring rolls as appetizers, chips as snacks, and juices as drinks
for the estimated amount. This will be written down, and calculated.
7.Cutleries and napkins: Prepare proper plates, napkins, and forks for food.
8.Program slides: Prepare a slide including the activities we'll be doing. Slides should
include: Introductory of project, introduction time among mothers, ted talk, food and
drinks, questionnaire games, and souvenir activity (braiding bracelet).
9.Servers: Appoint the 2 members as the server to serve food, and beverages.
10.Host: Appoint someone among the group as host/hostess.
Summary of Project Deliverables
Project management-related deliverables: business case, charter, team contract, scope
statement, WBS, schedule, cost baseline, status reports, final project presentation, final
project report, lessons-learned report, and any other documents required to manage the
project.
Product-related deliverables: research reports, design documents, software code,
hardware, etc.
1.Survey: Ask students on campus whether or not they'd attend if this event was going on.
This will determine whether or not this project should happen.
2.Posters: Design a poster that'll appeal targeted audience to our event, posting it
everywhere applicable around the school to gain awareness.
3.Advertising method: word to mouth, posters.
4.Program slides will be prepared to lead everyone throughout the event's program.
5.Questionnaire game: will be created to target women, questioning their experience,
breaking the ice, there'll be around 20-30 cards being passed around the room and
everyone will get a chance to answer the card that they picked.
6.Video: We'll pick a ted talk video to address an issue that most mothers have; "How to
raise their child". Video will be discussed as an activity among the audience. This will help
the mothers relate to each other and help one another the this hard topic.
7.Introductory: Host will be going around the room asking everyone for their name age
and how many kids they have.
8.Souvenir (bracelet braiding): Prepare 4x25m threads of different color to braid bracelet.
Bracelet braiding will be leading by Anh Ha.
MOTHER’S DAY 8
9. Project Success Criteria: Our goal is to complete this project within 3 months and within
$75. For people to show up as expected in RSVP to survey in order to successfully host the
event and fulfill our purposes. If too many people show up then we won't have enough
space and food. If too little people show up then we won't have enough people to make
this event last.
1.4 Work Breakdown Structure
Prepared by Hongxia Chen
The WBS is attached in the form of Microsoft Project
MOTHER’S DAY 9
10. 2.0 Communications
Prepared by Hongxia Chen
2.1 Narrative
Key ways of communication for this project would be by emails, by messages and group
meetings. Sense of cooperation is important. The project manager is responsible for
coordinating and communicating with the whole group members. In general, choices of
communication ways in this project are effective.
2.2 Meetings
Meeting # Date Issues Attendence
1 2015/01/14 Group members forming Anh Ha;Caitlin Osmond;
Hongxia Chen; Micheline King
2 2015/01/16 Project topic chosen
New member: Sukhit Singh
Hongxia Chen; Micheline King
Sukhjit Singh
3 2015/01/30 Kick-off meeting
Team Contract forming
Prepare for Proposal
Anh Ha;Caitlin Osmond;
Hongxia Chen; Sukhjit Singh
4 2015/02/04 Sign Team Contract
Develop basic ideas about the event
Anh Ha;Caitlin Osmond;
Hongxia Chen; Sukhjit Singh
5 2015/02/05 Make-up meeting for Micheline King Hongxia Chen; Micheline King
6 2015/02/06 Develop Project Charter Anh Ha;Caitlin Osmond;
Hongxia Chen; Sukhjit Singh
7 2015/02/14 Survey discussion
Start the details of the event
Hongxia Chen; Micheline King
Sukhjit Singh
8 2015/03/04 Project details discussion:
date, location, budget, food. etc.
Caitlin Osmond; Hongxia Chen;
Micheline king; Sukhjit Singh
9 2015/03/11 More details about the event. Anh Ha;Caitlin Osmond;
Hongxia Chen
10 2015/03/13 Member roles of the event Caitlin Osmond; Hongxia Chen;
Sukhjit Singh
11 2015/03/18 Final confirmation before the event Anh Ha;Caitlin Osmond;
Hongxia Chen; Sukhjit Singh
12 2015/03/20 Apportion final report Hongxia Chen
MOTHER’S DAY 10
11. 2.3 Kick off meeting
Date: 2015/01/30
Time: 1:00pm
Location: Starbucks at campus
Meeting Objective: Get the project off to a great start by introducing key
stakeholders, reviewing project goals, and discussing future plans
Agenda:
• Introductions of attendees
• Background of project
• Review of project-related documents
• Discussion of project organizational structure
• Discussion of project scope, time, and cost goals
• Discussion of other important topics
• List of action items from meeting
Date and time of next meeting: 2015/02/04 in class.
2.4 Expectations management matrix
Action Item Assigned To Due Date
Monitoring progress Hongxia Chen As the project going
Room booking; Public
Relationship managing
Caitlin Osmond 2015/02/15
Financing manager Sukhjit Singh As the project going
Marketing Anh Ha 2015/02/28
Acting Director Micheline King 2015/03/19
MOTHER’S DAY 11
12. Measure of
Success
Priority Priority Narrative Expectations Guidelines
Scope 3 10 -15 Guests
were expected
with respective
numbers of
refreshment in
room J103 at
Fennel Campus of
Mohawk College.
10 - 15 mothers
are optimum.
We can not
afford more
than 15 guests
within budget
and less than 10
seems informal.
Marketing is crucial in
meeting scope
requirement. We needed
to let mothers know
about the event and catch
their interest, meanwhile
we needed to control the
numbers. So a nice poster
was required and our
marketing member will
be the contact of mothers.
We needed to get the
permission from both
MSA to launch the event
and security office to use
the room and devices in
advance.
Time 1 The event will be
held on 19 Mar.
2015 and it will
last 1 hour from
12:00pm to
1:00pm.
The date can not
be changed. It is
the best we
could launch the
event exactly on
time and within
time period.
All preparations needed
to be done before the
event such as food, drink,
camera, materials etc.
Cost 2 Budget $75 We should not
exceed the
budget.
Monitoring and
controlling were
conducting by Project
Manager and Financing
Manager during the
project going.
Quality 1 The event should
be well organized
and meet guests
satisfaction.
The event
needed to meet
triple
constraints.
Same as scope, time and
cost management
guidelines.
Measure of
Success
Priority
MOTHER’S DAY 12
13. 2.5 Contacts of Stakeholders
Guests
Satisfaction
1 Mothers got
chance to meet
each other, share
thoughts of
parenting and
how to make a
balance between
studying and
family.
The mothers
will feel
comfortable and
worthy of the 1
hour.
All group members need
to be well prepared for
the event and wearing
professional attitude plus
a smile on the day of
event.
Priority Narrative Expectations GuidelinesMeasure of
Success
Priority
Name Title Internal/
External
Email address Cellphone #
Anh Ha Group
member
Internal h.anh4@outlook.com 2894897978
Caitlin
Osmond
Group
member
Internal cait.osmond@gmail.com 9059210990
Hongxia
Chen
Project
Manager
Internal matsachen0585@gmail.com 9059239318
Micheline
King
Group
member
Internal mkingmaster1@gmail.com 2892288423
Sukhjit
Singh
Group
member
Internal sukh4jeet@gmail.com 6476804054
Giselle
Jones
Instructor External giselle.jones@mohawkcollege.ca 905-575-1212, Ext 3891
Gurpreet
Singh
Dhanoa
Volunteer External gurpreetdhanoa23@gmail.com
Arvinder
Singh
Volunteer External arvinder.singh@mohawkcollege.
ca
MOTHER’S DAY 13
14. 3.0 Time Management
Prepared by Hongxia Chen
3.1 Narrative
We chose 19th April to launch the event for several reasons. First, the timeline given was
limited which was about three months. Second, we were intended to make this event
happen, thus we chose the date before the end of 2015 Winter term. Third, we needed time
preparing and did not want to bother members with studying, so we chose 19th March
which was in the middle between mid-term and final exam.
It is a realistic and properly designed timeline. Due to the cooperation among the group
members and the help from external sources such as the instructor, MSA, volunteers etc,
the project finished on time without any rash.
3.2 Timelines and Milestones
Project Progress Timeline Milestone Date
Initiating 2015/01/14 -
2015/01/29
Key stakeholders forming 2015/01/14
Pick the topic 2015/01/16
Planning 2015/01/30 -
2015/02/06
Hold the kick-off meeting 2015/01/30
Develop Project Charter 2015/02/06
Submit the project proposal 2015/02/06
Executing 2015/02/07 -
2015/03/19
Posters on the wall 2015/03/16
Final confirmation for the event 2015/03/18
Mother’s Day 2015/03/19
Monitoring 2015/01/14 -
2015/04/08
Closing 2015/03/20 -
2015/04/08
Final report submittal 2015/04/07
MOTHER’S DAY 14
15. 4.0 Quality Management
Prepared by Sukhjit Singh
There are some criterions by which we came to know the quality of our project executions,
we will discuss different outcomes relating to our project in a brief discussion.
•We made a poster for advertising our event to get people to know our event which was
our weakest point because we failed to gather expected guests numbers, there were only
five guests who attended the event.
•In the event we served refreshments to our guests like spring roles, beverages and chips,
people get amused from that and they stick to watch full event.
•The video that we showed in our event enjoyed by all the guests, it was a TED talk about
new thoughts of parenting which is quite interesting.
•We also played one game which was based on some real life questions and the guests
gave the answers for them, we came to know about some inspirational thoughts about the
life of those people.
•At the end of the event all guests filled out the feedback survey about the event. The 8
surveys revealed that all of our guests enjoyed the event as it was expected. They all
considered the event being excellent or good. And they gave optimistic comments.
FAILURES
•Actually we failed in advertising our event, we posted 10 posters on the walls in different
areas of the college but at the end we failed to gather planned numbers of guests in our
event.
•Another part of failure was our execution place, it was not ideal that many people did
not find it.
In general, Mother’s Day is well-qualified. Although the event started half an hour late
and there were only 5 guests showing up, we missed the bracelets part because of time,
we made it. It was well prepared, the event lasted an hour on the planned date. Our
guests enjoyed the food, games, the presentation and gave inspired feedback. In addition,
the whole project just cost half of the budget which is a great success of this project.
MOTHER’S DAY 15
16. 5.0 Cost Management
Prepared by Sukhjit Singh
5.1 Narrative
It could be told that the estimate of the cost for the project was $75 while it incurred only
$35.87 eventually. We saved $39.13 that is over half of our budget. Cost management was
done perfectly by continues monitoring and controlling.
*Rent: The room(J103) was offered by college with the permission of MSA without any
payment.
*Sponsorship: Anh Ha who helped us getting a sponsorship for the spring rolls as the
main food served which is advantageous for decreasing the cost.
MOTHER’S DAY 16
17. 5.2 Cost Details
Category Estimated Actual Sponsored by
Budget $75
Materials $35.87
Poster preparation $2.50 Sukhjit Singh
Stick tape $4.75 Sukhjit Singh
Paper plates $7.98 Caitlin Osmond
Tissues $2.37 Caitlin Osmond
Forks and Knives $1.27 Caitlin Osmond
Chips $6.00 Caitlin Osmond
Beverage $6.00 Hongxia Chen
Spring rolls $16.00 $0.00 Sponsored by Nem Food
corporation.
Contacted by Anh Ha
Bracelets materials $5.00 $0.00 Anh Ha
Paper use
(Marketing survey,
Feedback survey,
attendance sheet, final
report etc.)
$5.00 Hongxia Chen
Labour $0.00
$
See details from the following
table named “Labour”
Room Rent &
Equipment
$100.00 $0.00 Provided by MSA
Contacted by Giselle Jones
Camera Rent $50.00 $0.00 Donated by Hongxia Chen
Total $35.87
MOTHER’S DAY 17
18. Labour Cost Details
Name Title Working Hours Hourly Salary Total Salary
Hongxia Chen Project Manager 30 $20.00 $600.00
Caitlin Osmond Group Member 15 $10.00 $150.00
Sukhjit Singh Group Member 16 $10.00 $160.00
Anh Ha Group Member 15 $10.00 $150.00
Micheline King Group Member 5 $10.00 $50.00
Giselle Jones Instructor 1 $25.00 $25.00
Gurpreet Singh
Dhanoa
Volunteer 1 $0.00 $0.00
Arvinder Singh Volunteer 1 $0.00 $0.00
Total $1135.00
Actual Cost $0.00
Working hours
were donated by
Project Manager,
Group members,
Instructor and
volunteers.
MOTHER’S DAY 18
19. 6.0 Human Resource Management
Prepared by Hongxia Chen
6.1 Narrative
Human resource management is a big challenge for this project. However, the project need
ed to continue no matter what difficulty it had encountered. With the cooperation of the
whole group, the help from external sources and the human resource skills learned from
the course, this project ended in a good way.
6.2 Organizational Chart
MOTHER’S DAY 19
Anh Ha
Team Member
Caitlin Osmond
Team Member
Micheline King
Team Member
Sukhjit Singh
Team Member
Hongxia Chen
Project Manager
Date: 8 Apr. 2015
Project Name: Mother's Day
Project Manager: Hongxia Chen
Project Dates: 14 Jan. 2015- 8 Apr. 2015
Final Budget: $35.87
20. 6.3 Assigned Tasks
6.3.1 Assigned tasks for project
6.3.2 Assigned tasks for Mother’s Day Event
6.4 Issue Log
Name Role Responsibilities
Hongxia Chen Project Manager/HR Manager/
Acting Director
1:Control and monitor the project, make sure the
processes and outcomes meet triple constraints.
2:Make meeting proposals; Coordinate the
relationship between members.
3:Survey design, printing. Do 20 copies.
Survey analysis.
4:Host of the event.
5:Beverage sponsored, camera offering etc.
6: Taking and keeping meeting notes and other
documents.
Sukhjit Singh Marketing & Financial manager 1:Posters design, printing, permission achieving,
hanging on walls.
2:Financial management.
3:Do 46 copies of survey.
4:Event assistant.
Caitlin Osmond Public Relationship Manager/
Marketing assistant
1:Book the room.
2:Chips, plates, tissues, forks sponsored.
3:Event agenda design: Slides and warm-up
game preparing.
Anh Ha Sponsor/Assistant 1:Spring rolls sponsored.
2:Event assistant.
Micheline King Assistant 1:Event assistant.
Name Role
Hongxia Chen Host
Sukhjit Singh Attendance sheet, feedback survey, food service
management
Anh Ha Bracelet Part host (Note: Bracelet part was deleted
because we were running out of time)
Micheline King Assistant
Gurpreet Singh Dhanoa Volunteer
Arvinder Singh Volunteer
MOTHER’S DAY 20
21. Issue # Issue
Description
Impact on
Project
Date
Reported
Reported By Priority
(M/H/L)
Solutions
1 Some
members did
not show on
group
meetings a
lot and did
not reply
messages or
emails on
time.
->Other
group
members
spent more
time on
communicati
on with
them.
->They could
not finish
their tasks on
time with
good quality.
During the
process
going.
Project
Manager
Medium 1:Back up plans
conducted by
other group
members.
2:Jobs were
fulfilled by other
group members.
3:Project manager
tried to inform
them individually
by message or by
email.
4:Project manager
had a make-up
meeting.
2 Some
members did
not finish
their jobs on
time.
->Other
members
could not
continue
their jobs
because they
rely on these
people’s
work.
->Late or
unqualified
jobs had bad
impacts on
triple
constraints
and quality
of the whole
project
During the
process
going.
Project
Manager
Medium 1:Back up plans
conducted by
other group
members.
2:Jobs were
fulfilled by other
group members.
3:Project manager
tried to inform
them individually
by message or by
email.
4:Project manager
had a make-up
meeting.
MOTHER’S DAY 21
22. 7.0 Risk Management
Prepared by Hongxia Chen
7.1 Narrative
In our project, several risks will lead to the quality reduction or project failure even worse.
For example, event crashed, room unavailability, materials unavailability. Fortunately,
none of those happened because of cooperative work between team members and their
professional skills. The other risks we mitigated well is over budget. Actually we just
spent less than half of the budget due to excellent monitoring and controlling budget
during the processes going.
On the other hand, our marketing jobs were not done well which leaded to just 5 guests
coming while our targets was 10-15 mothers due to lacking marketing experience.
The unexpected risk happened is group member unreliability. This risk had lasted during
the whole process of the project which caused a lot delayed and unqualified work, and it
caused a number of overload work to other group members.
MOTHER’S DAY 22
23. 7.2 Risk Register
R
a
n
k
Risk Root
Cause
Triggers Potential Responses Risk
Owner
Probabi
lity
Impac
t
Status
1 Less or
over
guests
number
s
Unqualifi
ed
marketin
g
Late
posting
No guests or less than 10 guests
would come which will reduce
the quality of the project.
Sukhjit
Singh
Medium High Happe
ned
2 Room
unavail
ability
Poor
communi
cation
The event won’t happen. Caitlin
Osmon
d
Low High Not
happe
ned
3 Time
change
Room
unavailab
ility
The project mess and failure. Caitlin
Osmon
d
Low High Not
happe
ned
4 Event
crashed
Poor
preparati
on
The whole project will fail. All
membe
rs
Medium High Not
happe
ned
5 Over
Budget
Poor
monitori
ng and
controllin
g of the
budget
Stakeholders won’t be happy. Hongxi
a Chen
Sukhjit
Singh
Medium Low Not
happe
ned
6 Group
membe
r
unrelia
bility
Poor
knowing
and
choosing
members
in the
first place
People
being
who
they are
that is
hard to
change
and
commu
nicate
with.
Reduce quality, delay the
deadlines, influence other
member’s jobs.
All
membe
rs
Low Medi
um
Happe
ned
7 Materia
ls
unavail
ability
Group
members
unreliabil
ity
The project will run without
food service which will reduce
the quality a lot.
Anh
ha;
Caitlin
Osmon
d;
Hongxi
a Chen
Low High Not
Happe
ned
MOTHER’S DAY 23
25. 8.0 Personal Learning
I learned a lot about project management after this event. I learned that it requires decisive
planning and appropriate time frame in order for things to successfully execute. We didn't
get as much people as we wanted from the event when it happened. This shows that we
poorly handled advertising, we didn't put enough time in letting people be aware of our
event. It shows that you can put as much effort in preparing for the products and the
event it self as you want, but if it's not evenly spread out with marketing and getting
people to come, all your effort will go to waste. I learn that we should've been more active
in the school and together as a group rather than individually just contacting each other
through emails to update the work we've done. — Anh ha
•There are many steps involved in planning any project from start to finish, and creating
a timeline is essential for keeping members (and yourself) accountable for what needs to
get done and when.
•I have learned to always create paper work and ensure that legalities and accountability
is in check. Assigning roles and funds and making sure that everyone is on the same
page is important (as is protecting yourself and your investment). Mitigating potential
risks when executing a project is very important.
•I have learned that the Project Manager is a key player in overseeing activities and
finalizing the decision making process. Our Project Manager was the most involved and
the most helpful contact when everything was said and done.
•However, I have learned that choosing the right team is critical for a project's success.
— Caitlin Osmond
As the Project Manager of this event, the first two and the most important skills I learned
are communication skills and human resource management skills. Our goal is to launch a
successful Mother’s Day with good quality and optimistic guests feedback, so I need to
coordinate the trails of the projects and the relationship among all group members.
Patience is required a lot while doing communications. Secondly, it’s lucky being the
project manager because all the project management skills like time management, scope
management and cost management skills could be developed. Finally, I learned how to
conduct a well-designed project report. All of learning outcomes are useful for future life.
— Hongxia Chen
MOTHER’S DAY 25
26. •This project has given me the knowledge how can we work in organization, and how the
information delegate from upper to lower and lower to upper.
•I learned how can a manager take work from their employees even they are not initiative.
•One more thing that I learned is planning, which is most important in execution of any
event.
•I gained the experience how the team effort help us to do the things on time.
•I came to how can we get permission from the authority, without which we cannot
organize our event because they gave the permission to organize our event in room,
moreover we need to get the information for posting our poster on the walls of college.
— Sukhjit Singh
MOTHER’S DAY 26
27. 9.0 Conclusion
Prepared by Caitlin Osmond
Lessons Learned
1. Did the project meet scope, time, and cost goals?
Yes, although the final date changed a few times throughout the month of
February before the team finally decided on March 19th.
2. What was the success criteria listed in the project scope statement?
Creating the initial survey and advertising our project were a part of the success
criteria—- in terms of then executing said activities and achieving a specific
amount of people in attendance. Our success was following deadlines and meeting
our own project expectations (To create a survey for research purposes and
direction, and formulate events around how many people will be attending).
3. Reflect on whether or not you met the project success criteria.
We did, because we based success as completion of the Mother's day event and
attendance as our success factors.
4. In terms of managing the project, what were the main lessons your team learned?
Lessons learned were to always be prepared for the unexpected i.e. a few days
before our gathering we learned that there was a miscommunication on what room
to use and it would have been a disaster for the team to show up at the wrong
place. This was easily mitigated with enough time ahead and we now know that
some team members are going to be more involved in the overall process than
others. Other lessons included how to spread out the work load fairly and equally,
and keep members within a communication loop. Lack of reliability showed the
Project Manager that choosing the right team is just as important as obtaining the
funding.
5. Describe one example of what went right on this project.
The Itinerary and presentation of the day went as planned and was fun for the
group/attendees. The activities were appropriate and lasted the duration of the 1
hour time period. So, essentially, execution the day of went smoothly.
6. Describe one example of what went wrong on this project.
We had issues with group members participation efforts and meeting attendance.
However, all activities were executed as planned because other group members
stepped in to take over the responsibility, headed by the Project Manager.
7. What will you do differently on the next project based on your experience working
on this project?
We will take more time in the planning process to ensure that our project is a
reasonable endeavour based on our team, funding, and other engagements. Most
likely, Project Management has taught us that in the future, we must interview our
team members and ensure that each person is capable and qualifies to execute the
assigned roles.
MOTHER’S DAY 27
28. The Mother's Day project went as planned, based on our listed critical success factors
during the first month. We were able to host the event as planned, however there were
roadblocks and difficulties with team member participation. The survey analysis showed
us that there were students at the college who would participate in our event, which led
us to proceed as planned. The MSA allowed us to book a room within our planned venue
and we went from there. We were ultimately unable to form a 'Mother's' club at the
college, however, because it would require further involvement after our courses has
finished. The commitment to the project was not 100% with all of the members, and there
was no option for sponsorship at the end, but because we kept our success factors to an
achievable minimum (deadlines, room procurement, providing food and drink and
attendance), we were still able to create a day where Mother's (and other students) at
Mohawk college could take a small break from the stress of their exams and at home
responsibilities. Because there was a minimal budget and we were aiming for the overall
happiness of our attending mothers, the project was a success despite the fluctuations in
member participation.
MOTHER’S DAY 28
29. Bibliography
Templates
for
Final
Project
Reference.
(2015).
Retrieved
from
ellearn.mohawkcollege.ca:
https://elearn.mohawkcollege.ca/d2l/le/content/245508/
Home
Table of Appendices
# Content
1 Work Breakdown Structure
2 Project Proposal
3 Team Contract
4 Survey and Analysis
5 Poster
6 Attendance sheet of the event
7 Feedback form
8 Pictures of the event
9 Mother’s day slides in Microsoft PowerPoint format
MOTHER’S DAY 29
