The project highlights the measures taken by a team to organize a catering event. The project used project management tools and techniques such as Gantt chart and Project Charter.

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

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

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

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

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

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

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

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

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

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

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

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

13. Questions
for Team 1?