PROJECT REPORT AND HOST AN EVENT

 Project information

In this project, our group is organizing a food festival selling 3 different types of
food, 1 dessert and drinks such as: Taboule, Jhol Momo, Corn Cake, Ice Cream, Lassi
and Soft drink, to show them a different kind of food and our skills. We will use
equipments such as: microwave, stove, cooler, a plate, cups, cutlery, fridge and the
budget is turn around $120.
We are five people: Kamal, Bibek, Willian Sabin and Mohamed and this project is
going to happen 23rd of November 2015, starting 4pm to 6pm at AIPE College level 8
for about 150 people (Students and Staffs).

 Project laws, Regulations and Rules

- Prepare the food, desserts and get the drinks done on time
- Calculate the amount of food being prepared
- Make a good food with a good quality and taste
- Get a clear communication with the customers
- Comply with legislation/ food safety act/ Anti discrimination.
- Prepare the food hygienically
- Takes ownership of the whole project
- Manages by data and facts not uniformed optimism
- Get adequately plans the project
- be proactive not reactive

 Project scope

Project Scope
Project Information (Please complete all)
Project Sponsor Project Name
Emran hoshain AIPE (Australian Institute of
General Manager Professional Education) Food Festival
Sponsoring Department/Client
Directive from food Department
Restaurants and Cafe
Project Leader
Bibek Kandel
Scope Statement
The project will encompass the love for international cuisine, the profit generated
would go to a charity.
Description of the project
What is the vision? What will the finished product look like?
To deliver the perfect cuisine for helping to build a good society. The service will cater
40 to 50 customers in 8th level of Australian Institute of Professional Education,
Sussex street, NSW. The service will cater international cuisine i.e. Nepalese,
Lebanese and Italian
Identify the strategic objectives at which relate to this project
To deliver quality food in reasonable price in order to help in charity
Identify the main target audience
Staffs, Students and Friends at AIPE (Australian Institute of Professional Education)
What are the intended outcomes/deliverables of the project?
That to help a charity providing quality service which will ensure the future of the
cause.
What are the particular aspects of the project?
Serving quality cuisines
Other comments
Everything will be managed by the members to ensure that the ultimate goal is
achieved and application of cost reduction strategies will be used to cater vast amount
of customers.
Proposed project timeline
Dates/Time Notes
Project lifespan: include dates 23/11/2015 Main Event
or total time required for 5:00pm
completion
Phase 1: Scoping and 2 days Directed by Leader of the
feasibility group
Phase 2: Planning 4 days Members
Phase 3: Implementation 2 days Ensure everything is checked
Phase 4: Evaluation 1 day Prepared templates for the
reference
Proposed budget
Detail proposed budget or financial constraints for the project.
Total budget $ 120
Cost of Momo
(i.e. dumpling, tomatoes, meat, spices etc.) $ 30
Cost of Desert
(i.e. ice cream, rasbari etc.) $ 30

Cost of Tabuli $ 30
(i.e. meat, flour, spices etc)
Miscellaneous Cost $30
Scope signoff

This scope has been approved by: Bob Smith_____________________ Project

Sponsor

Department: General Manager Date___23__/__11___/_2015____

Work Breakdown Structure:

Week 1:

Project
Initiation

1.Project Gathered Surfed Listed Created

Background information through necessary Research
about project Internet details Regarding
project
2.Help from Provided Explained Suggestions
Tutor required about the and
information project Feedbacks
3. Class Ethnic Shared Discussion on
Evaluation Background of personal Project
students contacts

Week 2:

Formation of Group
and Communication
1. Allocated Decided total Shared contacts
Group member and e-mail within
involvement the group
2. Roles Allocated the roles Selected a Leader Made an Skill
Assigned amongst the group Analysis amongst
the group
3. Initiated Outlined basic work Decided what to do Worked on Goals
Project Work frame of the project and Objectives of
the project

Week 3:

Preparation and
Finance Allocation
1. Resources Listed required raw Located Retail Estimation of Cost
Allocation materials shops selling those Analysis
 materials
2. Budget Allocated Costs Set parameters on Collected Capital
Allocation Price from Group
Members
3. Marketing Market Research Came up with Competitors
Planning by counting total Posters and tag analysis
students and staffs lines to lure
customers

Week 4:

Event Organized
Shopping Went to Retailers Bought the raw Paid the Amount
materials
Prepared Foods Cooked foods Placed them in the Garnished on the
fridge Event
Participated in Started at 4 pm Placed the tables Sold Our Foods
Food Festival and Decorated the
stall

 Project Milestones

A project milestones is any type of important event or date of a project. It is important in

a project management because it helps to keep track of any type of important event or
date that took place during an event. It helps us to know how the project is advancing. It
is also one of the important factor for our project. Project milestones doesn’t have any
duration cause it is just an event or a certain date.
In our project it plays one of the vital role in completion of the project management. In
this project plan we are the project manager and our scope is to complete the food
festival in time with effective plans and initiations. In this process milestones is
important. We can take the example of any type of the festival which is going to be held
in 23rd of Nov 2015. Before that time we need to finish all the planning of the festivals.
So, a certain milestone helps us to keep track of the planning and what is left behind
before we start to work on the project.
The main reasons we are using project milestone are
1. To keep track of the work done and work that are left behind
2. It let us know what have been completed and what are left in a certain time
3. It also helps us to make an assumption about when will the work be completed.
With these reasons in mind, we as a project members have used milestones in order to
keep track of any type of work or paperwork that needs to be completed and figuring out
how much of our work was done, what we missed and when will it be finished.

 Gantt chart

Gantt chart is horizontal bar which is developed and used as production control tool.
Gantt chart can be also included in one of the important thing in the project because it is
frequently used to plan, track and coordinate specific task in the projects. Gantt chart is
helpful because it shows the status of the project. That’s why we are using Gantt chart
in our project management.
It is really important and vital to keep track and know about the tasks in the project.
Locating some important thing in the project planning, tracking and coordination of the
status of project Gantt chart can be really useful

Project Management

project completion

implementing

documenting

marketing

planning

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

week 1 week 2 week 3 week 4

The above is a sample simple project Gantt chart that we have come up with. The chart
shows that how much work we are planning to complete in the four week time we have.
On 1st we are expected to complete all the planning. And for other things we are going
to take more time than the others. We will make most of all the four week time we got.

 Communication plan

Communication plays an integral role in keeping a project on task. The project manager
is charged with guiding all aspects of the project, including the communication plan. The
specifics of communication, including the method and frequency, vary depending on
your project’s needs. Understanding the purpose of the project communication plan
helps a manager realize the plan’s goals.

The project communication plan sets the standards for how and when communication
takes place. As the project manager, you want to set the tone for all communication
concerning the project. This allows you to maintain control of the project and ensure all
stakeholders receive the necessary information. Set standards for how participants
communicate, including email, meetings, phone calls and memos. For regular
communication such as meetings, timing is another consideration. Schedule weekly
project meetings to keep participants updated on progress.

 Team structure

Team assignments
The process of working collaboratively with a group of people in order to achieve a goal
is team assignment.
Teamwork is often a crucial part of a business, as it is often necessary for colleagues to
work well together, trying their best in any circumstance.
Teamwork means that people will try to cooperate, using their individual skills and
providing constructive feedback, despite any personal conflict between individuals.

There are several components in an assignment the project will be complete. Every
person in the project is responsible for the completion of project on time. As in the figure
all the people involve must complete their task and combine together to complete the
project on time.

Skill mapping
The project will complete after mapping the skills of the each person involved in the
project such as
Member Duties and responsibilities
Sabin Management and production
Mike Leadership
Bibek Marketing and advertisement
Kamal Documentation
Willian Finance

Management and production:

Sabin is in charge of management and all the production of the project according to his
skill. He manages all the resources and raw material that needed to our project. He
search for a deferent places to get the best quality with the cheapest price he was
responsible for buying all goods.

Leadership
Mike takes a role of leadership in the project. He has a leadership skill to lead all the
staff in the project in a right track. He provides all the necessary information and plan
through email, phone call to the member of the project. He divided the work on all team
and he focused on finishing everything on time .

Marketing and advertisement

Bibek is marketing in charge of a project. He did market research and promote project.
He make poster, picture and placed it in a AIPE collage to make advertisement of our
project. Even he went around the classes and he post some advertisements on face
book

Documentation
Kamal did all the paper work of our project like he did the assessment work of the
project. He organised the results of task one and give it to the leader ship .

Finance
Capital is most important part of the project. William did all the financial activities of the
project like he collect money from each member of project as per needed and distribute
that amount to buy resources that needed for the project. He calculate total cost,
income of the project and calculate profit amount earn from project.

 Risk Management

In this part we going to do the analysis, control and ideal insurance risks of this project,
we will check if everything is alright, identify the risks that may happen, if the food is
going to be enough for every customers or if remain to much food, we need check the
quality of food, confirm the validity of food, if there is no contamination. we need to have
another food option if the customer does not like the first option, identify ways to reduce
those risks

 Marketing plan

1. analysis of your current market

In this project, our group is organizing a food festival selling 3 different types of
food, dessert and drinks such as: Taboule, Jhol Momo, Corn Cake, Ice Cream,
Lassi and Soft drink

2. Advertisements
Customer explanation

3. steps to achieving your objectives

good service

quality

quantity

price

4. proposed budget

our budget was $120

$24 each

5. Timing.

23rd of November 2015 AIPE level 8 at 16:00

Task 3
1. Project review

 Project outcomes
Income: This project was tidily successful everything was organized and on time the
advertisement was successful and the employees where happy from what did we do
from service. This project cost us less than $120 and the profit was enough to cover our
project costs. The total sale is $146 and we had a profit of $26 where our plan to get
more than $100 as total profit.

Team skill: our team skills were successfully achieved. All the group members where
working as one hand and they were all responsible for the results either it is negative or
positive. Deferent skills and everyone was choosing according to his skills and no one
was asked to do what he cannot.

Management skills: we learned how to manage time and money. Everything needs to
be done by time. Everyone was responsible of his work and donot put the responsibility
on others

Communication skills: all the team members where communicating with each other by
emails messages phone calls and meetings. Everyone was told about everything at the
same time .all the feedbacks and others opinion where discussed.

 Problems we faced
The problem we faced in this project is the multicultural people where more than 80% of
the customers where from Latin America and they prefer deferent kind of food from
what we had. The second problem was that there were too many events in the same
day and most of the people where full which effect on the number of customers. As we
know in the last two days of this semester most of the students leave early which means
the number of customers is less.

 Our project activity plans

Choose the group members

Plan for the time, place, costs, food, people advertisement…
Divide the work on the group members
Meetings
Have meeting in order to solve task 1 and 3
One day shopping and preparing the food
Prepare for decoration
Prepare all what we need for a full service

2. Summary

This project cost us less than $120 and the profit was enough to cover our
project costs.

 Taboule, $3.00
 Jhol Momo 3 pieces for $3 Or 6 for $5
 Corn Cake$2.50
 Iceras with Ice Cream1 for $3 or 2 for $5
 Lassi $1.50
 Soft drink50 cent

The total sale is $146 and we had a profit of $26, but our plan was to get
more than $100 as total profit.

Task 3

AIPE Food Festival was a great opportunity for all of us. We all got an
excellent platform to showcase our managerial and organizational skills.
This event surely helped us to develop our leadership, coordinating, team
work and efficient skills. Such qualities are utterly important for any
business student as it defines the essence of good manager. We are very
delighted to have participated to such an event.
For future projects, we have so many things to look up to as a group. We
were able to adapt easily even though we were all very different
personalities. Our communication was very strong throughout the project.
We would contact each other via messages, mails, social media and
mobile phones. We all took home, some skills or other from each of our
group
member.
Following describes the use of each group member in upcoming projects.
Mike:
Mike was the leader of the group. He had all those qualities required by a
good leader. He had patience to cope up with demanding situations. He
managed the group very well and made sure that the project was running
smoothly. He would call us all and explain how the project is shaping up. In
future though, he can also be well used as marketing manager. It is so
because, our product were not selling good so he came up with an idea of
combining two dishes at one premium price which helped us to sell our
MOMO. We made profit out of it. So, he can also be well used as Marketing
Manager in future.
Sabin:
Sabin was responsible for the management and production of the project.
He was a good manager. He could easily handle any situation and help us
get over it quickly so that we could focus on our work. He also helped us to
get easy access to quality raw materials so we teased him as production
manager throughout the project and it was very fun. There was this one
time when we were short of some resources, he handled the situation very
well and provided us the material. In future, he should stick to this position
as it brings the best out him and it also helps to overall project.
Kamal:
Kamal was responsible for managing the documents for the group. He
helped us to manage all our documents. He kept his nerve and prepared
all our assessments. He went through all the questions, read them carefully
and came up with great answers. He helped us to get through all questions
and provided us with great solutions. In future though, he can be used as a
leader. We could see that on the day of the event as he was very active
and managed every little detail of the project minutely. He was the one to
come up with the decoration of the project, he also managed every
individual comfortably which is a crucial aspect of a good leader.
William:
William took the responsibility of handling the finance section of the project.
He collected money from every group member and bought all the
resources needed for the project. He estimated the cost analysis exactly
same as we came to realize it later on when we went through all the bills.
He was sharply accurate of estimating the costs. It amazed us for a while
but then we soaked it in as we saw many other potential he had. He is very
good at mathematics. He could solve every problem in a matter of minutes.
In future, he could do great in Finance as well as in Treasurer Position as
he is a trustworthy man and is great with mathematics.
Bibek:
Bibek took on the responsibility of marketing; he was very good at it. He
went ahead and seized the opportunity shining through in great colors. We
could easily observe how versatile he was with his skills. He could easily
come up with tag lines which eventually helped us to make profit. He also
helped to manage and co-ordinate each member of the group. He would
interact with the customers and make them buy some more of our items.
It’s a great feeling to see him at work as it brings a new dimension to our
work. In future though, he could be utilized as a leader or manager. He is
very easy going personality but dead serious when it comes to work. He is
dedicated and acquires every trait required by a good manager or leader.
Our group successfully organized the event, it helped us all directly or
indirectly. We all learned what makes a great leader, motivator, organizer
or even a great team member. We learned how to come together and work
as a team providing efforts from every individual. In future, all of us would
surely come across as experienced and qualified team member if given a
chance to organize any other events like these.

Member Duties and responsibilities

Sabin Management and production
Mike Leadership
Bibek Marketing and advertisement
Kamal Documentation
Willian Finance