The project involved organizing a tree planting event on National Tree Day with Monash University students. The key objectives were to attract at least 30 first-year students to the event to enhance their university experience through student-to-student and student-to-community interactions. While slightly fewer than 30 students attended, the event was successful in fostering connections between students and increasing awareness of the importance of conservation efforts. Lessons learned included the need for contingency plans and promoting the event more broadly beyond a single faculty.
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program
Pal Leaders
Student Development in Action!
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Projects 2013
Projects 2013
Pr-1 National Tree Day – Tree Planting
PR-2 Aussie BBQ
PR-3 Dodgeball: Commerce vs. Arts
PR-4 The Best FAQing BBQ
PR-5 Hollywood Fun Day Out
PR-6 Bounce Day, Team #1
PR-7
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Project Homie
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Contents
16
31
contents
42
04 National Tree Day –Tree Planting
16 Aussie BBQ
28 Student Development Program
31 Dodgeball: Commerce vs. Arts
42 The Best FAQing BBQ
48 Yes for Success
49
contents
Hollywood Fun Day Out
49
Bounce Day, Team #1 56
Create More Success
68
Project Homie
71
71
56
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Project Name & No.
Project Delivery Date
National Tree Day – Tree Planting
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28th July 2013
MONASH University
Facu lty of Bus i ne s s a nd E c onom i c s
National Tree Day
Tree Planting
(Project-1)
Team Members
Name
Peggy Chan, Shanila Paiva, Vivek Kumaresan, Janelle Chen, Cindy Zhang, Rita Yuwei Li
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1 Project Closure Report Summary
Project Background Overview
T
ree planting on National Tree Day was carefully selected as the community event to participate in. The activities were
facilitated by members of The Friends of Dandenong Valley Parklands organisation, who manage parks and bush land
surrounding the area of Glen Waverley. The attendees undertook a range of gardening type activities, including weeding, planting and mulching in order to restore native flora.
Project Goals
Key
Objective
1- Key Objective
The key objective was to attract at least 30
first-year Monash students, whose university experience would be enhanced via student-to-student and student-to-community
interaction.
2- Student to Student
It was expected that friendships would form between the primarily international and first-year
students. By working together in groups, undertaking fun activities, it was possible for the participants to interact and get to know one another.
All the students helped each other, engaged in
conversation and gained contacts.
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Project
Goals
Student to
Community
5
Student
to Student
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3- Student to Community
The Friends of Dandenong Valley Parklands are a community group, which assists Parks Victoria with conserving
the natural environment of various wetlands and creeks
in the Monash council jurisdiction. They encourage com
munity involvement in regular activities such as planting,
weeding, monitoring, collecting seeds. Thus, the attendees
gained awareness of the importance of maintaining local
vegetation and about the work done by Parks organisations.
Project Highlights and Best Practices
2-
Participants were from a wide
range of backgrounds, different
faculties, and at different stages
in their university courses. The
increased diversity allowed for
students to build relationships
with individuals who have had
varying experiences.
1-
Engaged a number of
students, just below the
quantitative target.
2
1
PROJECT
HIGHLIGHTS
4
3
3-
4- Attendees enjoyed the
wareness of the Friends of
Dandenong Valley Parklands
organisation was improved,
creating interest in student
membership and thus proving
to be a successful symbiotic
partnership.
event, socialised with others
and formed friendships which
will assist in enhancing their
university life.
Best Practices:
•
•
Team members adhered to schedule, attended meetings face-to-face or through Skype, and kept updated
via the Facebook group created.
•
Text and e-mail correspondence with registered students was maintained to provide additional information, notify of changes in circumstances.
•
In the planning and organising stage, a number of
alternative events and volunteer organisations were
identified – with constant correspondence to develop
relationship.
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Regular e-mail correspondence with the project
sponsor (Alison Richardson) to convey updates of
plans, seek clarification and support to minimize risk
of failure.
Project Closure Synopsis
The project is being closed as a result of satisfactory completion, whereby the goals and deliverables have been
largely met.
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2 PROJECT PERFORMANCE
Goals and Objectives Performance
Comparison of actual performance to original objectives:
•
The number of attendance was 25 which is not far
from the targeted number of 30 people.
•
•
Student-to-student interaction and communication
had been created. Students gained the opportunity to
expand their contacts at university and to work with
other students in group activities, which enhanced
their ability of working in teams and communication
skills.
Attendees had successfully learned the required skills
for tree planting on different types of landscapes.
Also, the skill to conduct quality control to ensure the
survival of a new tree. Additionally, attendees enjoyed
the oppor tunity to communicate with the members
of the Friends of Dandenong Valley Parklands. This increased their awareness of conservation of natural
environment.
Success Criteria Performance
Targeted success criteria achieved:
•
Over 100 new trees have been planted on the required
areas
•
Students performed team work throughout the event,
after which they developed friendship and retained
contacts with each other
•
The host organisation was introduced to students
which both increased public exposure and students’
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awareness of natural environment conservation
•
Interaction and connection between senior students
of leaders program and first-year students had been
achieved
•
Certificate of completion of the event was
distributed
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Targeted success criteria not achieved:
Actual attendance was slightly lower than the targeted.
The reason being was participants could not attend the
event due to illnesses and other issues
Feedback survey questionnaire were not completed by participants while feedback had been obtained from the participants through inquiry
Milestones and
Deliverables Performance
•
Finding organisation and contacting them
•
Booking taxis
•
Delivery of all participants to the tree planting location and
allocated them into groups was successful
•
Planted over 100 small new trees at the park and conducted
quality control on the plants
•
Enhanced student interaction with each other and created
encour aging environment for everyone to be involved in group
activities
•
Promoted the communication between participants and the
hosting organisation which both helped the organisation
increase its ex posure to the public and achieve its goal of
encouraging community involvement.
•
Enhanced students’ awareness of the benefits in helping out a
community organisation, Dandenong Valley Parklands
•
Arranged BBQ lunch for all the participants
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Schedule Performance
From the very beginning of the project, our team wanted
to help out the community. Thus, we chose our project to
be based on volunteering. Throughout the planning stages, we had to quickly choose a charity and find relevant
organisations who is willing to let us participate in their
event.
Project update:
•
Decided to choose a tree planting organisation to
join, instead of holding our own charity event
•
Started researching on which tree planting organisation was near Clayton and contacted a few organisations
•
Design flyers
•
Talk to first years who would be interested in going
to the event
•
What to write on feedback forms and set up registrations on facebook and Monash portal
•
APRIL
•
Find a certificate of participation to print out
MAY
Looking at marketing aspect to promote the event
Project update:
•
Registered with “Friends of Dandenong Valley Parklands”
•
Can take up to thirty participants, after negotiating
with the event organiser
Allocated tasks:
•
BBQ and water was provided
•
•
Designed flyers and posters
Finding tree planting organisation
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Allocated tasks:
Allocated tasks:
•
Contact Ali to print the posters/flyers
•
•
Keep in contact with event organiser, Brian, to keep
him up to date with what is happening on our side
Promoted event on “news and events” in Monash portal under “events and promotions” and ask Ali to set
up booking system for our event
•
Write up feedback forms
•
Hang posters in Caulfield and Clayton
•
Book two maxi cabs
JUNE
Corrective actions made throughout the project:
Project update:
•
Extended deadlines for group meetings
•
Printed out flyers and posters. Hanged the posters
around Caulfield and Clayton campus
•
Change of plans from a weekday tree planting to a
weekend tree planting
•
Ali helped set up the booking system for our event
•
Instead of having a BBQ on campus, there was a BBQ
provided by the organisation off campus
•
Decided to take maxi cab as our to and from transportation
Budget Performance
Project Budget Overview:
Initially there was a budget for food, transportation and marketing expenses, but in the end we only used the budget
for 2 maxi cabs and posters/flyers only.
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3 PROJECT CLOSURE TASKS
Issue Management
Resource Management
Risk Management
Risk Management
Quality Management
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Communication
Management
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Resource Management
Resources were managed by carrying out budgets and
through planning. Budgets allowed us to identify cost
effective alternatives and allowed for efficient resource
management. Additionally, by planning we were able to
delegate tasks to individual team members which ensured
the activities undertaken were not duplicated.
One of the main resource that kept changing during was
transportation needs. Initially, we were planning on hiring
a mini bus to transport the students from Monash University- Clayton to the site. However, as we continued to
monitor the registration progress, we identified it would
be less costly to use two maxi taxis.
and other activities indoors. However, a fortnight before
the event we were able to determine the feasibility of our
original plan and plan B was discontinued.
Another possible risk was organising an event off campus:
•
People can go missing in the bush
•
Health and safety risks (back injuries, cuts)
We overcame these by:
•
Headcounts to make sure everyone is there
The project knowledge from team members will be captured through the report presented. The report reflects
consolidated information of all team members and it identifies actions that were effective and that need improvement. This is a project that could be run again in 2014,
as the event organisers “Friends of Dandenong Valley”
undertake this event annually and would appreciate any
volunteers to aid in tree planting. “Friends of Dandenong
Valley” provided a BBQ lunch for the tree planting volunteers. Also guest speaker, Bryan Loft, talked about the
importance of conserving the environment.
•
Marking out trails in the bush in case someone gets
lost
•
Getting approval from project sponsor (Ali)
•
Making sure there was university insurance cover for
everyone in case of an emergency
Issue Management
Quality Management
On the tree planting day, there was a mix up with the taxis,
which resulted in some delays for the second group’s arrival to the venue. This was resolved by contacting the taxi
company and notified Bryan that the second group would
be late.
The quality control measure is provided by three main
types of quality assurance:
Outstanding Project Risks:
At the end of the project there were no outstanding risks.
1. Year 1 students focus:
•
Ensure the objectives of the project are linked to the
needs and expectations of year 1 students.
•
Ensure a balanced approach between satisfying students and leadership program
We had some trouble in advertising, especially with MONSU; even though we had approval some of our posters
were taken down at Caulfield or plastered over at Clayton
•
Make sure students understand the importance of
their contribution and role as volunteer in tree planting
Risk Management
•
Received a verbal feedback from the participants
There were a lack of gloves for tree planters which we
failed to emphasise to the participants. We overcame this
issue by communicating with the hosts to provide more
gloves.
2. Leadership:
Project Risks Mitigated:
The major risk faced while carrying out the event was
unfavourable weather conditions. As the weather could
not be determined well in advance, we were required to
formulate a Plan B. In the instance, of rain or unfavourable weather conditions we decided to carry out games
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•
Establish clear barriers and challenging goals and targets of the project
•
Provide students with required and effective costs resources, free tree plant training skills and freedom to
act with responsibility and accountability
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•
Motivating and recognising people’s contributions
with thank you certificates
•
Making decisions and taking actions based on factual
analysis
3. Advertisement
•
Put up poster on facebook for all team members to
proofread it
•
Consulted with Ali about the poster presentation who
suggested to use QR codes for easy access to the website
Communication
Management
Planning:
•
Group meetings- update changes via Facebook private
group, Skype, google docs, email and mobile, effectively separate individual responsibility under team
leader.
Location of the tree planting event.
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Implementing:
•
Advertise through Monash booking system assisted
by supervisor.
•
Promote event by placing flyer/posters throughout
Clayton and Caulfield campus and also get authorisation for the posters to be around campuses.
•
Looking for a tree planting organisation which was
holding their event near Clayton campus, which was
willing to take 30 participants. Delegating duties to
call and email the Tree Planting coordinators to ask
for requirements.
Monitoring is the way to test how effective the process
was.
•
The project communication process is divided into four
parts:
•
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Year 1 students gain the Tree Planting skills, create
meaningful value for university experience with new
friends, and provide an opportunity to work with different cultures.
•
Revision for the project through team project report.
Customer Expectation
Management
Managing customer expectations can avoid frustration
and disappointment. Firstly, we identified their main needs
through our own personal experience and assumptions of
what a first year would want. Secondly, we optimally allo-
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cate resources to add value and expect to exceed participants’ expectations. Thirdly, we ask for feedback to check
their expectations after implementing project and receive
no complaints.
Communication:
The only outstanding task is to hand in the taxi e-cards
to Ali.
•
Constant updates by each team member as to how
they were progressing.
•
Post Project Tasks
Maintain adequate contact with organisations by following up, building relationship.
Problem solving:
•
Coming up with alternatives and contingencies to
manage issues relating to poor weather, since our
event was outdoors.
•
Lessons Learned
Our signup process using the BusEco Registration
System meant that we were limiting ourselves to only
having students from the Buseco department. We
overcame this by running strong advertising through
other media including posters, ‘MyMonash’ portal, flyers, e-mails, Orientation day.
Planning and organisation:
•
Number of contingency plans relating to promotion
•
Coordination of team member tasks
•
Agendas and meeting minutes were maintained also
ensured that if some members couldn’t attend they
were contacted and updated.
•
Taking registrations using the BusEco Registration
System, to have a formal way of knowing the number
of expected attendees.
Service Excellence:
•
Attracted a satisfactory number of people to attend a
community event.
•
Ensured professionalism in the meetings with host
organisation.
Leadership:
Time management and
self-management:
•
•
•
When meeting up to discuss our project team members
all contributed ideas and engaged in collaborative criticism.
Making decisions and taking actions based on factual
analysis: particularly in relation to the organisation
we selected – considered proximity, organisation’s
needs and abilities.
•
Promoted our event with great passion and belief.
•
Created positive impression of Monash and Monash
students in the community.
Scheduling when to meet up with the students and what
would happen if any of the leaders were late.
•
Set goals and strived to achieve them.
Initiative and enterprise:
Team work:
•
•
•
Delegating tasks as this was the most efficient way of
working as a team. Considered each member’s study
and work commitments.
Ensure that the team member knew what their task
was, and sought to leverage their strengths.
Built team rapport by making an effort to understand
each other’s working style and personality traits.
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Research on which tree planting organisation to work
with and contacting them. Also, starting early on the project and ask Ali questions when we have enquires.
Technology:
We used Facebook, Skype, google docs, email and mobile
to keep all the team members updated on where the project is at. In particular, we learned to use google docs efficiently. Created poster using MS Word function.
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Project Closure
Recommendations
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•
•
Having an appropriate time where all group members
could meet and discuss the projects.
•
Start the project as soon as possible
•
Have contingency planes in case the weather is bad or
if there is an unexpected turnout
If a group member did not attend the meeting make
sure they were up to date on what happened during
the meeting
•
The time we decided for the event may have been
too early (9.30am on a Sunday). Therefore next group
could choose a later time to start.
Acknowledgements
Ali Richardson sponsor- PAL program coordinator
•
Look ahead, in regards to planning around your own
studies and the other group members studies
•
Be more informed about the rules regarding putting
up posters and flyers e.g. we didn’t know we had to
have the Monash logo or which areas we could put
it up
Friendly staff members of “Friends of Dandenong
Valley”
•
Set deadlines and stick to these deadlines
Participants of the tree planting event
•
Be realistic about goals that you want to achieve
•
Have a project timeline, make small goals on the way
that need to be achieved
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Bryan Loft organiser “Friends of Dandenong Valley”
Gary Ryan Director of Organisations that Matter
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Project Name
Project Delivery Date
Aussie BBQ
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25/07/2013
MONASH University
Facu lty of B us i ne s s a nd E c onom i c s
Aussie BBQ
(Project-2)
Prepared By
Name
Role
Amandeep Singh
Samiul Ahsan
Team Member
Stephanie Marvelli
Team Member
Autumn Tran
Team Member
Sameera Wickramasinghe
Team Member – Marketing Assistant
Lauren Ho
Team Member
George Makris
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Team Leader
Team Member
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Project Closure Report Summary
PROJECT CLOSURE REPORT PURPOSE
The Project Closure Report is the final document produced for your project and is used to assess the success of the project,
identify best practices for future projects, resolve all open issues, and formally close the project.
PROJECT CLOSURE REPORT GOALS
This Project Closure Report is created to accomplish the following goals:
B
A
Review and validate
the milestones and
success of the project.
Confirm outstanding issues
and recommendations.
C
Identify project highlights and best practices
for future projects.
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1 PROJECT CLOSURE REPORT
SUMMARY
1.1 Project Background
Overview
•
Hard work by team members paying off
•
Praise given by our sponsor on our organisation skills
and meeting student demand
Our original goal was to welcome the new students to university. Since most of the new students in the second semester are international students, this event provides them insight into an Australian university and its culture. We intend
to do this by putting on a BBQ lunch and introduce them
to Australian Football. Furthermore, while they are enjoying
the day, we would have a chat with students and get to know
them. Our ultimate goal is to introduce the new students to
Monash University and the Aussie culture.
Best Practices:
The success on the day will be measured using qualitative
and quantitative factors. Factors such as: number of students
at the BBQ, discussion with students, presence of Monash
staff and feedback from Ali.
1.2 Project Highlights
and Best Practices
•
Food Hygiene
•
Preplanning and budgeting
•
Communication
•
Service Excellence
1.3 Project Closure
Synopsis
Project Closure Synopsis
Project has been completed (1 day event) and is now officially closed.
Project Highlights:
•
Teaching International students how to kick an Aussie
football
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2 PROJECT PERFORMANCE
2.1 Goals and Objectives Performance
the Australian Football information. As we were focused on
food being perfectly cooked and ensuring everyone was fed
well, we did not fully provide information about Australian
Football.
•
Enhance the student to student experience
We did not have a specific person measuring performance
but had estimates and compared to actual data and measure
our progress at the end. All the criteria were met.
•
Enhance the student to faculty experience
•
Aim for 80 students to attend the BBQ
•
Aim for 5 faculty members to attend the BBQ
•
Expose International students to the Aussie culture
•
Introduce students to AFL
•
•
Chatting with students we felt that they really enjoyed
their lunch and really enjoyed the welcoming session to
university.
•
2.2
Success Criteria Performance
We had around 100 students plus Monash staff.
Finally Ali Richardson was really impressed and said
“The event a real success and should have hired our
team rather than the caterers to run the lunch in Semester 1 orientation day.”
We had a successful event and achieved most of our goals.
The only goal we didn’t complete to our full potential was
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2.3 Milestone
and Deliverables
Performance
•
•
Successfully organised help from PAL Ambassadors for
the BBQ
•
Approximately 100 students came to our BBQ
•
Successfully booked the venue
Successfully organised Crown Energy Drinks to come to
the BBQ
•
Successfully hired BBQs and music equipment
•
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All students seemed to be happy with the quality of the
BBQ
2.4 Schedule Performance
Project Schedule Overview
Action
High Priority/ Urgent
Who
Due Date
Additional Information
Name for the BBQ
Everyone
17th May
Create Poster/ Leaflet draft
Stephanie & Autumn
19th May
Send MONSU form via Ali
Richardson to organise get
energy drink car
Amandeep & Sami
1st June
We don’t mind which energy
drink comes to our event
Book the venue for the BBQ
Amandeep & Sami
1st June
Needs to be done via Ali Richardson
Book the BBQ’s for the
event
Amandeep & Sami
1st June
Needs to be done via Ali Richardson
Book tables for the event
Amandeep & Sami
1st June
Needs to be done via Ali Richardson
Book music player from
MONSU
Sami & Steph
1st June
Needs to be done via Ali Richardson
Confirm details of the BBQ
with Ali
Amandeep & George
17th May
Determine food/ drink list
Everyone
June 1st
Find out demographics of
new students
Amandeep
30th May
Need to know for catering purposes
Organise staff members
and ambassadors to attend
George
30th May
We would like at least 10 ambassadors and 5 staff members
Organise members from the
Overseas Student Services
Committee
Sami
30th May
Create Budget
Stephanie
1st June
Contact cultural clubs to
attend BBQ
Sameera
10th June
Finalise numbers for the
BBQ
Amandeep
1st June
Organise photographer
Amandeep
15th June
Medium Priority
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Our goal is at least 80 students
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Action
Who
Due Date
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Additional Information
Low Priority
Send finished Poster to Ali
Stephanie & Autumn
1st July
So that it can be placed in the
student information packs
Enlist Business Society Info
Sameera & George
1st July
Email BCSS Caulfield President
Get a list of all cultural
clubs from MONSU
Sami
1st July
Allocate roles for the event
Amandeep
20th July
Roles will not be permanent
Order meat from Coles
Stephanie
10th July
Needs to be ready to pick up on
the 25th of July by 10am.
Meet at uni by 10am
Everyone
25th July
Purchase food and drinks
Stephanie & Sameera
25th July
Collect tables, BBQs and
music equipment from
Monsu
George, Amandeep &
Autumn
25th July
Start cooking by 10:45am,
Lunch starts at 12pm
Everyone
25th July
Clean-up
Everyone
25th July
Return BBQs, tables and
music equipment back to
MONSU
Everyone
On the day
Schedule
Performance
•
Documents were created with updates on our project
status
•
Communication over our mobiles through text messages
and phone calls
Project Schedule Control Process:
Project Schedule Corrective Actions:
•
Regular team meetings every fortnight since the project
initiation
•
Started preparation earlier than planned
•
A Facebook group was set up to allow for constant interaction
•
We needed to purchase more food during the event due
to having more people attend the event than anticipated
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2.5 Budget
Performance
would have cost too much for a one-off event. Lucky we did
this as we would have been over budget if we didn’t due to
purchasing more food during the event.
We also didn’t need to purchase gas bottles because they
came with the BBQs we hired.
We have exceeded Budget Performance by being $44 under
our anticipated budget. We were able to keep costs down
by not over buying food, replenishing items as they finished.
During the event we purchased more beef burgers and bread
which was unexpected due to increased numbers. However
our team was also able to minimize expenses by bringing a
lot of the items needed for the BBQ such as utensils from
home instead of buying them. This was decided because it
Initial Budget:
Based on estimations and actual prices
Food
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Gift Card: $400
Projected Expenses: $381.80
Actual Expenses: $337.36
Under Projected Budget by $44.44
Initial Budget:
Based on estimations and actual prices
Initial Budget:
Based on estimations and actual prices
Price
Drinks
175 Sausages (Beef)
$56
50 Burgers (Beef)
$40
25 (6 bags) Vegie Patties
$25
Coke Zero
10 Loaves of Bread
$10
Sprite
65 Rolls
$20
Price
Tomato Sauce
$4.40
Mustard
$3.50
Brown Onions
Water
Budget of $85 for
drinks
$8
4 Bags of Ice
Total
$5
Bags of Salad
Special on soft drinks
2 for $25 or 3 for $35
Fanta
$4.40
BBQ Sauce
2 Coke
$381.80
$6
Dressing for salad
$3.50
BBQ Utensils
Tables
Free, hiring from MONSU
Tongs
$8
Gloves
$5
Aluminum Foil Trays
Napkins
$2 each for a set of 2.
Purchased 3. $6
$3
Spatula
$2
Knifes
$10
Foil
$2
Rubbish Bags
$2
Hand Sanitizer
$3
Gas Bottle x 2
$60
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3 PROJECT CLOSURE TASKS
Resource
Management
Post project Tasks
Project Closure
Recommendations
Issue Management
Lessons Learned
Acknowledgements
Risk Management
Customer
Expectation
Management
Quality
Management
Communication
Management
3.1 Resource
Management
•
•
•
3.2 Issue Management
Our major resource challenge was people. Having everyone on BBQ duties to provide an efficient and quality
food service prevented us an opportunity to interact
more with the new students.
The smaller challenge was running out of beef burgers.
We under estimated the popularity of the burgers and
maybe could have responded quicker in running off to
buy them before they ran out. A decision firstly had to
be made whether we would buy more beef burgers due
to the large quantity of sausages left at the time but in
the end we balanced the numbers to ensure minimal
wastage on food.
Another issue which occurred after the event was that
the BBQ we hired was damaged before we used it and
our group got blamed. We took a photo of the damaged
BBQ before we used it but this didn’t help.
Confidential
23
MONSU’s allegation of damage to their BBQ This issue resolved by Ali Richardson agreeing to pay for half the costs
to avoid a long and tiresome battle over unfounded accusations by MONSU.
Allocation of members to the various BBQ tasks To ensure
maximum productivity and ensuring students with different needs (e.g. vegetarians) were aware of their options and
served as quickly as possible.
3.3 Risk Management
Project Risks Mitigated:
•
We over rather than under cooked food to reduce chances of health risks e.g. food poisoning (no reported incidents of food poisoning)
•
We also wore gloves when cooking to try and minimize
Pal Leaders Program
24. www.orgsthatmatter.com
any food handling issues that could arise
•
Our team was clever enough to take photos of the BBQ
that was already damaged to attempt to prevent blame
from MONSU however total risk was not mitigated. In
hindsight, we should have reported it to MONSU before
utilisation
Outstanding Project Risks:
N/A
3.4 Quality Management
•
Ensuring high quality of the food and successful deliverance of our project was our main aim.
•
To deliver a quality project, we planned the running of
the day carefully and understood our duties on the day.
•
While handling food, we followed all food safety and
handling guidelines to ensure proper handling of food.
This ensured a total wipeout of food poisoning chances.
•
When preparing posters for the event, we ensured all
group members looked over the final poster to ensure
there were no spelling errors or mistakes and ensured
everyone was happy with the final copy.
3.5 Communication
Management
•
Our Facebook group facilitated effective communication
throughout the entire project
•
Communication over our mobile phones also helped to
ensure that any important messages were communicated to individuals within our group quickly
•
We also created word documents with status updates on
our project. These outlined what had been completed
and what still needed to be organised. These were very
effective as at all times during the project our team was
aware of everything that was going on or were able to
find out.
•
We also had meetings every fortnight which were very
effective in planning what we still need to do and any
issues that team members were facing
Confidential
24
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3.6 Customer Expectation Management
Students
•
Created a fun environment to ensure new students were
having a great time
•
When students were waiting for food, we kept giving
them updates to help ensure that they weren’t getting
annoyed waiting in a line for food
•
Communication with Ali Richardson allowed us to identify the demographics of the new students as well as any
expectations that the new students would have
Ali Richardson, Manager of the PAL
Program
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Issue: We bought more burgers on the go to attempt to cater
for the unexpected needs but it then took time to cook them
Next time: Must balance student wants with the extra costs
of supplying burgers over sausages
- Music
Issue: Better organisation of the Music and knowing the procedures to play music on the lawn so that we could increase
the entertainment, value and vibe for the students (got some
music played out in the end)
Next time: Inquire with Facilities Department beforehand on
the procedures to play music on the lawn
- Time Management
Issue: Always an ongoing issue when catering for a large
group. We could have kept reheating the onions and the
cooked food better to ensure people did not receive cold
food
Next time: Rotate the food in foil trays back onto the BBQ to
reheat them
Regular meetings meant that we were aware of her expectations and made changes to ensure that we were meeting
her expectations
- Extra Activities
Creating a plan that met these expectations allowed us to
meet Ali’s expectations as we were aware at all times during
the project
Issue: Should have initiated extra activities earlier. We were
all too busy making sure everyone received food quickly that
it took away from us interacting with students and teaching
them Australian football and providing insights into our own
uni life
We also sent emails to clarify any points that we weren’t
sure off
Next time: Enlist more people to help with the BBQ so that it
would free us up to interact with the students more
3.7 Lessons Learned
- Other innovative ideas
Positives
•
Quality Production line – food prepared well and was
ready to go when students came out for lunch (Ali Richardson was very happy with this)
•
Teamwork – everyone pitched in and there were no
slackers
•
Arranged for Amandeep’s brother to take photos
•
Organised an external party to hand out free energy
drinks (amongst the array of water and soft drinks that
we provided)
•
•
Next time: Come up with value adding activities to create a
better Australian experience such as getting some free football tickets
Individual Employability Skills Lessons
Well-organised with most shopping done beforehand to
minimize time wastage in buying everything on the day
Met expectations – we ended up under budget, minimised food waste with our just-in-time food buying and
cooking
Improvements
- Leadership:
•
Respecting and encouraging team members contributions is important
•
Communication is vital for effective leadership to ensure all members of your team are aware of their responsibilities
- Teamwork:
•
- Underestimation of the popularity of burgers
Confidential
Issue: Amandeep realised that due to his relationship with
the Essendon FC that he may have been able to grab some
free tickets to a footy game. With that being said, we should
have come up with more outside the box ideas to maximise
the Australian experience we were after
25
Assigning each member tasks that suited their strengths
allowed for an effective team that worked well together
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as each member enjoyed what they were working on
•
Communication was vital during the different stages of
the project to ensure all members were up-to-date in
what was going on and could help other members who
were experiencing some issues
Zoom out
ple, a raffle to win free tickets to a footy game would
have been good.
Service Excellence:
•
Effective planning of our service can be attributed to
our success
Communication between team members is also vital
Planning & Organisation:
•
•
Having a contingency plan in place in case it rained
meant that our team was less stressed on the day because we were prepared for any factors that could have
affected our event.
•
Allocating roles to each other ensured that we were being very productive during our service and meeting our
customers’ needs
•
We were able to organise our event a lot easier because
we created a plan at the start of the project which outlined what we needed to be done and how urgent that
task was
•
Having the food prepared on the time was important.
Our group was complemented on the efficiency of our
service in terms of serving food quickly. Ali Richardson
said we were working like pros and were better than
the catering company that they hired during orientation
week, semester one 2013
Initiative & Enterprise:
•
Having a vision of what we wanted our event to be like
was important during the stages of the project.
•
Our event was unique because we organized Crown Energy Drinks to come. This added to the success of the
event because it was something different that no one
had really experienced before
•
Having more value-adding activities would have made
our event more successful than what it was. For exam-
Confidential
26
Self-management:
•
Important to keep assessing progress towards a target.
For example, during the event we realized we weren’t
hitting our target of providing an Aussie experience to
the international students so we brought out a football
and started interacting more with the new students
•
All team members created goals which were relevant to
the tasks that were assigned to them. This meant that
we completed tasks more effectively.
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Problem-solving:
•
•
Worked out an efficient way to serve people. For example, while people were waiting for meat to be cooked,
we served the vegetarians who were waiting in line to
keep the line moving
Used experts to resolve some issues; we had some issues playing music and discussed this with Monash Facilities so we could resolve the issue
Technology:
•
Hiring a specialist photographer with additional DJ
skills meant that our event ran a lot more smoothly and
allowed us to focus on our service
•
We learnt that having a backup plan in case some of
the technology we were using failed is very important.
Fortunately, all the technology we were using worked,
including the music player in the end.
Zoom out
our closure report (and contact us if needed) to ensure they
can build on our quality event, learn from our mistakes and
undertake more ‘Australian’ unique activities and interactions to provide a better cultural integration experience. Another recommendation is try and get an accurate estimation
of anticipated attendance to ensure that the event can be
properly catered for. Any future groups should ensure that
all group members can work effectively in a team together
as this made our project a lot easier to organise and run. Ali
Richardson can keep our project closure report on file for
review to any future groups to undertake this project.
3.10 Acknowledgements
• Ali Richardson Manager of the PAL Program
• Gary Ryan Director of Organisations That Matter
• MONSU Monash Student Union, Caulfield Campus
3.8 Post project Tasks
• Crown Energy Drinks
• Monash University, Caulfield Campus
There are no outstanding tasks to be completed.
• Randeep Singh CEO of Turbanised Photography
3.9 Project Closure
Recommendations
• PAL Ambassadors 2013
Our recommendations would be for the next group to read
4 PROJECT CLOSURE REPORT
APPROVALS
Prepared By
Name
Approved By
Role
Amandeep Singh
Team Leader
George Makris
Team Member
Stephanie Marvelli
Team Member
Sameera Wickramasinghe
Team Member
Samiul Ahsan
Name
Team Member
Role
Amandeep Singh
Team Leader
George Makris
Team Member
Stephanie Marvelli
Team Member
Sameera Wickramasinghe
Team Member
27
Team Member
Autumn Tran
Confidential
Samiul Ahsan
Team Member
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Enable your Student
Leaders to Move
Beyond Being Good!
Student Development Programs
Gary Ryan from Organisations That Matter has been facilitating Student Development Programs since 1995 to
rave reviews from students and staff alike.
Programs are tailored to the student outcomes that you desire while enabling students to fully understand and
appreciate how student development relates to career success.
Gary’s workshops are practical and engaging while enabling students to ‘see’ the link between theory and
practice. As a facilitator who works in the ‘real’ world Gary is able to provide students with a current perspective
with regard to how they can leverage their time as students for career success. In a world where the sense of
belonging that universities once provided for their students has become harder and harder to nurture, Gary assists student leaders in seeing how their campus activities and volunteering contribute to a bigger picture that is
good for themselves, their university and their community.
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Universities don’t rehire external providers unless they are of
a high and deliver what they promise. Gary’s lost list of repeat
university clients include:
• The Faculty of Business and Economics, Monash University (both undergraduate and postgraduate student
development programs)
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• Monash University Institute of Graduate Research (Higher Degree by Research student development programs)
• Monash University Injury Research Institute (Higher Degree by Research student development program)
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• RMIT University George Alexander Scholarship program (undergraduate student development programs)
• Victoria University (undergraduate and postgraduate student leadership conference)
Gary’s programs include:
• Exploring Leadership “Really insightful workshop that enlightens where many others instruct.” Eduar
do Neerhut, RMIT University
• Teamwork for Business -
including the Teams That Matter® process for creating High Performing
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Worth the time outside of study. Extremely useful. Now I just need to implement it.” Lauren Chen, Student Leader,
Faculty of Business and Economics, Monash University
• Communication for Business “Once again another great workshop. Really hands on. Activities
were really relevant. Workshop was engaging and informative throughout.” Stephanie Shield, Student Leader, Faculty
of Business and Economics, Monash University
• Service Excellence for Business – including the OTM Service Strategy® for creating
cultures based on service excellence “Really great session. It was a good insight and Gary was able to relate the theory
with good real life examples that were clear/understandable. It was really informative whilst being fun. Some points were able
to be viewed from different perspectives. Great learning experience. Thanks Gary.” Brittany Hallgren, Student Leader,
Faculty of Business and Economics, Monash University
• Yes For Success Plan For Personal Success™
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clear, concise goals to be identified when previously ‘fuzzy’. Helped to guide / identify strategies to help achieve desired goals /
outcomes. Forced more ‘internal investigation’ that had previously been put in the ‘too hard’ basket. Re-enforces the strength
for personal / career growth when a plan can be followed and put into action.” Kelli Bradford, Faculty of Business and
Economics, Monash University
• Project Management Series – real project by real students creating real community ben-
efits “The workshops proved extremely helpful in enabling me to highlight employability skills and its link to what to do in
the Leaders Program. In addition, the workshops were really helpful in providing me with knowledge on planning, organising
and executing projects.” Bhararth Srinivasan, Student Leader, Faculty of Business and Economics, Monash
University
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• Using Project Management as
an Overlay For Your Higher Degree Research “It was a privilege to learn from
Gary. His tools for success are useful and can be modified to suit
individuals. I strongly suggest attending any of his workshops.
In fact, I think all students should benefit from his knowledge.”
Tessa Jones, PhD Candidate, Monash University
• The Science of Public Speaking
“Incredibly inspiring and comforting environment. Very useful
and informative. Gary has an energy and vibrant personality,
very encouraging and practical. Thoroughly enjoyed the experience. Kelsey Paske, Student Ambassador Faculty of
Law, Monash University
• Relationship Management For
Managers “Impressive seminar delivered by a very
knowledgeable and modern/forward looking person in this
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workshop with hands-on practical examples and applicability
to work environments. I feel privileged to have been part of the
workshop and all my queries had been successfully answered.
The workshop has definitely enhanced my knowledge and will
prove useful in improving my organisational and communication skills.” Girish Hurryvansh Aubeeluck, Faculty of
Business and Economics, Monash University
• The Seven Skills of Dialogue
“Very insightful series of presentations and discussions on the importance of dialogue in communication with others in all walks of life
– personal and interpersonal interactions. I appreciate your insight,
knowledge and passion encouraging people to improve communication skills and bring out their best! Thanks Gary.” Maria Tirca, Student Ambassador Faculty of Pharmacy and Pharmaceutical Sciences, Monash University
Using his vast experience Gary can assist you in designing and implementing a student development
program that matches the needs of your university
and your students.
Visit http://orgsthatmatter.com/universities.html for
more information or email Gary at Gary.Ryan@orgsthatmatter.com
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Project Name & No.
Project Delivery Date
Dodgeball: Commerce vs. Arts
Zoom out
Tuesday 6th August 2013
MONASH University
Facu lty of Busi ne ss a nd E c onom i c s
Dodgeball:
Commerce vs. Arts
(Project-3)
Prepared By
Name
Role
Louise Taylor
Alena Sen
Liaison Officer
Natalie Ringenbergs
Arts Procurement
James Chaplin
Venue booking and marketing
Toby Lu
Support and Monitor/Reporter
Shelly Judge
Confidential
Team Leader
Head Chef and Shopper
31
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1 PROJECT CLOSURE REPORT
APPROVALS
1.1 Project Background
Overview
•
Dodgeball: Arts vs. Commerce replaced our original project
of a 1,000 steps fundraiser challenge for the Starlight Foundation. This event aimed to provide first year students with
the opportunity to have fun, meet new people and be active
at Monash Sport. Our objective was to attract 25-30 students
to verse each other in dodgeball based on their faculty.
•
Allocating tasks to each team member then successfully completing each task
•
Ensuring all team members were communicated with
throughout the entire duration of the project
•
Providing charity tins which allowed donations to
made and further information about Starlight Foundation to be given to those who are interested
Generated a small amount of donations for the Starlight Foundation
Best Practices:
1.2 Project Highlights
and Best Practices
1.3 Project Closure
Project Highlights:
Synopsis
•
Attracting 15 students to our dodgeball match and
BBQ
•
Running the event to time, having the BBQ ready upon
completion of the dodgeball match
Providing a platform for students to develop new relationships with other first year and older students
•
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32
This project is being closed as all project objectives and deliverables has been met. The last action that needs to be
taken is to ensure that donations are passed on to Starlight
Foundation and relevant costs that need to be transferred
are done.
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2 PROJECT PERFORMANCE
Goals and Objectives
Performance
Success Criteria Performance
Milestone and Deliverables
Performance
Schedule Performance
Budget Performance
2.1 Goals and Objectives Performance
4. Cook a BBQ following the dodgeball match. We successfully cooked our BBQ and provided enough food and
drinks for all participants.
1. Raise $255 for the Starlight Foundation. We did not
achieve our goal of raising $255 for the Starlight Foundation from the proceeds to our event, based on the
number of attendees on the day.
5. Work collaboratively as a team, ensuring that the work
load was shared evenly. At times it was difficult to work
as a team, with some team members being more involved than others. Overall all tasks allocated were
completed.
2. Advertise our event using a number of methods (Bus/
Eco booking system, Facebook event, mid-year orientation day, posters around Clayton Campus, promoting to
other first year students attending other Leaders students’ events). We created an eye catching poster which
was given to participants upon signing up, as well as
utilizing all of the advertising methods listed above.
3. Attract 25-30 first year students from the Faculty of Arts
and Faculty of Business and Economics. We did not meet
this goal as we attracted 15 people to our event.
Confidential
33
2.2 Success Criteria
Performance
In order to deem our project successful, we needed to create
a fun dodgeball match for all participants as well as providing a BBQ. Although we didn’t achieve the student at-
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tendance expected, the event ran to time and was fun and
enjoyable for the first year students.
2.3
Milestone and Deliverables Performance
Deliverables were achieved with high quality and performance. In respect to the dodgeball game, we have great
feedback from those who played who found it very enjoyable. As there were fewer members in each team, not only
were the games short and sweet, but also the participants
got a better chance to get to know each other.
In respect to the BBQ, the food was on time, and well cooked.
There was also plenty of food which allowed each participant to have as much as they wanted without being concerned over equitable distributions.
2.4 Schedule
Performance
•
Attended workshop with Gary Ryan and decided on
group project: 1,000 Steps Challenge
•
Had group meeting to discuss project and set tasks for
each person. Decided on Starlight as a charity to support. Decided we wanted to give participants a token of
appreciation for attending our event.
•
Created Facebook event for 1,000 steps. Reached 40 attendees.
•
Donation of $255 made to the Starlight Foundation for
the purchase of 50 starlight stars as well as completion
and submission of sanction documents.
Louise contacted Parks Victoria to discuss running the
fundraiser event at the 1,000 steps. Ranger stated it was
unlikely that the event would be permitted as the 1,000
Steps is a memorial for the Kokoda Track and its associated foundation.
•
Met with Ali to discuss viability of project.
•
Group meeting to brainstorm ideas for our new project,
deciding on a dodgeball, Arts vs. Commerce match to replace the 1,000 steps challenge.
•
Louise liased with the Starlight Foundation to ensure
that all sanction documents for the 1,000 Steps Challenge were cancelled and organised the re-issue of
sanction documents for the dodgeball match.
•
James liased with another student to design a poster to
promote the event. Two drafts were created, emailed to
the team and voted upon.
•
Natalie had a meeting with Arts PAL Faculty members
and leaders to ensure their support of the event, and
discuss avenues to attract first year arts students to the
event.
•
James was provided with feedback and logos (from Arts
Pal program and BusEco faculty) which was used to create the final poster.
•
Posters were emailed to Ali for printing. Re-printing was
sent to Louise.
All team members attended mid-year orientation to
sign up members. Toby and Alena did a short spiel to the
Commerce Orientation and Natalie did a short spiel to
the Arts Orientation session to advertise our event. Cupcakes were made and distributed to those who signed
up to attend during the lunch in the dining hall.
•
James organized hall and BBQ hire with Monash sport.
Alena communicated and arranged booking payment
with Ali.
•
Louise organized a new Facebook event, Natalie advertised the event via the Arts Pal Program Mentees Facebook page, and organized the flyer to be sent out to all
existing 1st year Arts mentees via email.
•
Louise and Natalie sent reminder emails to first years
who signed up on orientation day.
•
Shelley purchased food for BBQ using the BBQ budget
prepared earlier.
•
Louise organised bread donation from Burwood Heights
Bakers Delight.
Established Leaders Facebook group
•
•
•
We also did not meet our goal of a donation of $255 to the
Starlight Foundation using proceeds from the event. We had
already made a donation to the Starlight Foundation for the
purchase of merchandise (key rings) in the lead up to our initial event, the 1,000 steps challenge. We had approximately
forty attendees register to attend this event however as we
were unable to obtain a permit to fundraise at the 1,000
steps from Parks Victoria and uncertain weather conditions
we abandoned this project. This did mean that we already
had the sunk cost of the initial donation which we were unable to recoup from the dodgeball match.
•
Team meeting to discuss project.
Confidential
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Project Schedule Control Process:
The control process was characterized by our use of the
Leaders Facebook page on which we could organize ourselves and distribute tasks.
Corrective actions made throughout the
project:
Zoom out
2.5 Budget
Performance
•
Food and BBQ expenses were $116.50, which was below the allocated budget of $150. However, given the
lower than anticipated attendance there was a lot of
food left over.
•
Court hire was $42.60
1. Unable to do Starlight Walk, therefore project was
changed to dodgeball match
•
2. Flyers were printed before final edits which required
re-printing
3. Not as many people attended as expected. This meant
that the size of each dodgeball team needed to be
changed on the day
Aimed to recoup the $255 donation to The Starlight
Foundation but only managed to raise $61 at the event,
so loss was $194
•
BBQ hire was $29.40
Confidential
35
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3 PROJECT CLOSURE TASKS
3.1 Resource
Management
merchandise were to be given away/sold. There is leftover
Starlight merchandise that could be given to another project
if it was in line with their aims and goals.
The project required several resources which were a venue
(Monash Sport), food and relevant Starlight merchandise. To
acquire these resources, it required forward planning such as
prior booking of the venue and planning of how much food/
drink was required. Measuring the amount of food/drink was
difficult as number of people in attendance was difficult to
estimate before the event.
Initially, our group had wanted to run a project at 1000 steps
in Dandenong but this event failed due to weather and venue concerns, so the rental of the venue was an added resource, that we originally did not expect.
It is difficult to ascertain how these resources would be shifted towards other projects as all the resources we had were
short-term or perishable. The venue was hired for two hours,
including the use of cooking equipment and food/Starlight
Confidential
36
The project knowledge will be recorded via the use of this
report and also the personal reflections of each team member. All team members would also be happy to discuss the
event details if required to a prospective future project team.
This project could certainly be run again but timing of the
event would need changing. This event should be run in first
semester rather than second. The creation of an inter-faculty
event requires considerable planning and this must be accounted for by future project teams as gaining support from
several faculties can be difficult.
3.2 Issue Management
The project has very few outstanding issues that need to be
processed. All costs have been paid and team members reimbursed. We would also like to contact the participants to
express our thanks and gratitude for attending our event, as
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3.1 Resource
Management
such as advertising on the BusEco booking system, using social media such as Facebook and approaching students during the second semester Orientation Day.
The project required several resources which were a venue
(Monash Sport), food and relevant Starlight merchandise. To
acquire these resources, it required forward planning such as
prior booking of the venue and planning of how much food/
drink was required. Measuring the amount of food/drink was
difficult as number of people in attendance was difficult to
estimate before the event.
Initially, our group had wanted to run a project at 1000 steps
in Dandenong but this event failed due to weather and venue concerns, so the rental of the venue was an added resource, that we originally did not expect.
It is difficult to ascertain how these resources would be shifted towards other projects as all the resources we had were
short-term or perishable. The venue was hired for two hours,
including the use of cooking equipment and food/Starlight
merchandise were to be given away/sold. There is leftover
Starlight merchandise that could be given to another project
if it was in line with their aims and goals.
The project knowledge will be recorded via the use of this
report and also the personal reflections of each team member. All team members would also be happy to discuss the
event details if required to a prospective future project team.
This project could certainly be run again but timing of the
event would need changing. This event should be run in first
semester rather than second. The creation of an inter-faculty
event requires considerable planning and this must be accounted for by future project teams as gaining support from
several faculties can be difficult.
3.2 Issue Management
The project has very few outstanding issues that need to be
processed. All costs have been paid and team members reimbursed. We would also like to contact the participants to
express our thanks and gratitude for attending our event, as
well as gaining their insight into the success of the event.
Louise is working actively to ensure that the outstanding
costs are reimbursed as soon as possible and as a group we
will endeavor to gain insight into the pros and cons of our
project and the event.
3.3 Risk Management
Project Risks Mitigated:
There were several major risks that needed to mitigated. The
major risk was that we would have no-one attend our event.
We mitigated this by advertising through university channels
Confidential
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37
We also did prior planning and pre-booked all venues and
purchased food and drink in advance to ensure that all participants knew where the event was and would have food
and drink provided to them with no delay or problems.
We also looked to give firm and clear instructions and ensure
a controlled environment was present, to ensure that possibility of injury was low.
Outstanding Project Risks:
There are no outstanding project risks that are present. If
participants feel the event went poorly, this may lead to a
negative perception developing and may have an adverse effect on the image and reputation of the BusEco program. All
indications so far have led us to believe that the event was a
success and this should not be the case.
3.4 Quality
Management
Several quality management processes were implemented
to ensure that the project ran smoothly. The centerpiece of
our event was the dodgeball match and therefore we ran a
set of rules that many people would be familiar with. Whether they played it during high school or watched the infamous
“Dodgeball” movie, the rules hopefully were known to them
and therefore allowed them to enjoy the game. This ensured
that a good quality event was also conducted.
All advertisements we created and methods employed were
critiqued by the group to ensure that it achieved the goals
outlined earlier in this report. This also ensured that the
advertisement was relevant and effective in its marketing
purpose and most importantly, did not lead to unwanted
problems such as being considered disrespectful or biased.
Unless all group members agreed, then a piece of advertisement was not used.
We also ensured that all food and drinks served were safe
to consume. This included checking expiry dates, getting the
freshest produce possible and cooking the food properly. No
food was served unless it passed inspection by three group
members to ensure the health and safety of all participants.
Post-event contact with participants to gauge the success
of the event will also help us verify whether these quality
control measures were effective.
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3.5 C o m m u n i c a t i o n 3.6 Customer ExpectaManagement
tion Management
The project communication process was very comprehensive
and we attempted to tap into all resources available to us. We
utilized social media such as Facebook, presented our event
to new students in both the Arts and Business and Economics faculties during Orientation Day, approached them directly to pitch our event and utilized university services such as
poster boards and online booking systems. Approaching the
students and Facebook were by far the most effective communication processes and definitely ones we would utilize
again. The university booking system had no bookings unfortunately and posters had minimal effect. Utilizing word
of mouth and existing relationships in the university was
crucial to us gaining success in our event. During the project, the decision was made to get the emails of prospective
participants and to contact them on a semi-regular basis to
ensure that they were reminded of the event, its benefits and
the cost of it. This decision was important and one that was
not initially considered.
Confidential
38
Customer expectations were managed carefully throughout
the development and running of the project. When pitching
these events to prospective participants, we were careful to
not overhype the event and focus on the benefits it will have
such as helping charity and meeting new people.
Participants expected to have fun, meet new people and
receive free food and we were able to meet all these expectations. We provided a relaxed environment for them to
interact in.
Participants expected to be able to meet new people and
this meant that the more people that were there, the better.
Our turnout was on the lower end and made it difficult for us
to meet this expectation. However, everyone was friendly and
out-going and we were proactive in interacting with participants to ensure they felt included.
Generally speaking, the expectations did not vary greatly
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throughout the course of the project. The expectations of
the participants were very similar to the goals we hoped
to achieve.
can be daunting. As such, we designed our project around
activities that have proven success in bringing people together – team building through sport and food!
3.7 Lessons Learned
Fair delegation of responsibilities
Success:
The successes of the event were that we were able to create an event for a group of people that allowed them to
interact in a friendly and comfortable environment, develop new relationships, support charity and most importantly
have fun. We were able to overcome initial obstacles and
create the event We divided responsibilities evenly, made
plans which were sustainable and achievable and ensured
that administrative matters such as pre-booking the venue
were done well ahead of time. This ensured that all food
and equipment required was ready before the event. There
was strong communication between team members particularly on the day and we were able to avoid any fights or
major disagreements.
We were able to support charity whilst providing a platform for new students to meet and interact with each other
and this was satisfying for all involved. The game chosen
was great as it was relaxed yet provided competition between all involved. Regardless of athletic or physical ability,
participants were able to participate actively.
Shortcomings:
There were unfortunately some shortcomings in our event.
Our initial plan of conducting an event at 1000 Steps failed
as we did not have a well-thought out plan. Many details
were missing and led to this event failing, after more than
25 people had signed up expressing their interest. There
was also some miscommunication in regards to the purchasing of Starlight merchandise which unfortunately left
us with a $255 cost. Whilst, communication improved as
the group spent more time working together, it is important we do not get distracted. As close friends, it was easy
to become distracted by other matters and therefore improvements in planning, time management skills and communication were crucial to finally conducting a successful
event.
Connection to the Employability Skills in
your Lessons Learned section
Critically evaluate and address the needs of our targeted
audience. We believed that first year students were keen
to start their time at university in an environment rich with
opportunities to develop new friendships. We also understood that the environment and road to establishing this
Confidential
39
This assisted us in ensuring that everybody played an integral role in successfully hosting the event. It was important
that every leader felt as though they made a significant
contribution to the event. It was vital to establish and ensure that key tasks were accomplished in a timely manner
e.g. pre-booking the venue.
Communication
We learnt the importance of constantly communicating and
alerting our sponsor (the Faculty of Business and Economics) to all matters involving financial assistance. Additionally, this key skill provided the group with confidence that
the project was moving forward and addressed all issues
that surfaced.
Rapid conflict resolution
Because our initial plans of hosting the event at the iconic
1000 steps could not progress we were forced to respond
and rectify the issue in a timely fashion. We readdressed
our previous viable project ideas, revamped our marketing
strategy and communicated our issue to key personnel for
advice.
3.8 Post Project Tasks
The project has been completed and whilst it did not meet
all our goals, particularly the number of people we wanted
to participate and the donation amount, it was a successful event. We would like to communicate with participants
about their experience to gauge their thoughts and what
they feel could be improved. We hope to finalize the reimbursement of outstanding costs with the Faculty of
Business and Economics and will attempt other methods
to raise the donation amounts we have generated for the
Starlight Foundation. These tasks will be done proactively
as a group with Louise acting as our liaison with the Starlight Foundation.
3.9 Project Closure
Recommendations
This project involved creating a dodgeball event for primarily first-year/new students and creating a platform for
people to meet new people, help the Starlight Foundation
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3 PROJECT CLOSURE TASKS
and have fun. We were able to deliver an event which satisfied these criteria and no major issues arose during the day.
Great care was taken to ensure that venue and food/drinks
were provided and that health and safety were factored in
during the planning stage.
In the future, we would recommend this even be run earlier during the first week of Semester One to maximize its
effectiveness and also the target market available. This
project has been accounted for financially as all costs have
been met and have not exceeded budget at all.
Whilst not all our goals were met, we were able to still
deliver an event which satisfied all participants and allowed the cooperation of two faculties, Arts and Business
and Commerce to deliver an event which was to the benefit of students in both faculties. We are confident that all
outstanding issues (which are very few) will be resolved in
due process and we can proudly say that we have delivered
an event which has met the key objectives we set out to
achieve.
3.10 Acknowledgements
•
Gary Ryan, Director of Organisations that Matter
•
Alison Richardson, Manager of Student Development
at the Faculty of Business and Economics, Monash University
•
The Arts Faculty in assisting the recruitment of attendees
•
Monash Sport
•
Burwood Heights Bakers Delight in donating bread for
our BBQ
Prepared By
Name
Louise Taylor
Approved By
Role
Team Leader
Name
Alena Sen
Natalie Ringenbergs
James Chaplin
Toby Lu
Shelly Judge
Autumn Tran
Role
Liaison Officer
Arts Procurement
Venue Booking and Marketing
Team Member
Head Chef and Shopper
Team Member
Approval Date: 27 / 09 / 2013
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Project Name & No.
Project Delivery Date
The Best FAQing BBQ
Zoom out
24th July 2013
MONASH University
Facu lty of Busi ne ss a nd E c onom i c s
The Best FAQing BBQ
(Project-4)
Prepared By
Name
Role
Miranda Chung
Sherwin Ho
Financial executive
Jennifer Lieu
Marketing executive
Hollia (Ho Kiu) Lam
Creative director
Jacqueline Chan
Public relations officer
Michelle Kan
Project manager
Iris Liu
Confidential
Director
Event day coordinator
42
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1 Project Closure Report Summary
Project Background Overview
The objective of this BBQ was to welcome first year students to Monash University by organising a BBQ event to allow them
to settle into university. This included providing them a BBQ lunch complemented with a FAQs sheet and the opportunity to
ask any additional questions from a student’s perspective.
1.2 Project Highlights
and Best Practices
•
Active engagement with the icebreaker activity
•
Positive feedback from Monash staff and students
•
Successful completion of the BBQ while meeting all our
goals and objectives
•
Good hygiene measures
•
Good preparation of schedule for activities
Excellent teamwork
Fed over 40 students
•
Well organised logistics
•
Project Highlights:
•
1.3 Project Closure
Synopsis
None. Everything was completed on the day of the event.
Best Practices:
•
Meeting and planning of the budget
Confidential
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2 PROJECT PERFORMANCE
2.1
Goals and Objec- • Adequate number of flyers distributed
tives Performance
2.4 Schedule
Project Highlights:
Performance
•
To successfully run a BBQ for first year students
Project Schedule Control Process:
•
To provide the students with useful and informative
facts about the university
•
Facebook group for majority of information sharing and
delegation of tasks
•
To successfully run an ice breaker activity for the students
•
Whatsapp group for basic group communication and updates
•
To raise awareness of student life/services/faculties
•
Texting for follow up and logistics
•
To provide opportunities for leadership roles and responsibilities for all team members
•
CC and Bcc of E-mails with Ali
•
Google Docs for Sharing of budgets
•
Team meetings with minutes recorded
2.2 Success Criteria
Performance
•
No one was food poisoned
Corrective actions made throughout the
project:
•
There was sufficient amount of food
•
Buying more bread, because of unexpected demand.
•
Positive feedback from supervisor and students
•
Location of set up (access to power, shielded from the
wind, fire alarm free area)
•
Music was restricted during the time of the BBQ due to
university regulations but corrective action was taken
(remained courteous and apologetic).
2.3 Milestone and Deliverables Performance
•
Team vision alignment
•
Delegation of tasks
•
Engagement of all group members
•
Purchase of materials
•
Approval for student information flyers
•
Booking of the sound system and BBQ
•
Waste management
Confidential
2.5 Budget
Performance
$300 gift card
Less expenses as from the
receipt
$250
= $50
44
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3 PROJECT CLOSURE TASKS
3.1 Resource
Management
setup and starting the BBQ.
•
Running out of bread
•
Complaints from Monash security regarding the music
played during the restricted hour.
Resources
•
Esky for the drinks
3.2 Issue Management
•
BBQ stove
•
•
Food
Music: We were told off for playing music during the restricted time (teaching time)
•
Transportation of food
•
•
Venue hire
Bread: We underestimated the amount of bread needed
but fixed the problem with Sherwin purchasing bread
from the campus centre
•
Ice-breaker materials
•
Music equipment
3.3 Risk Management
Project Risks Mitigated:
Challenges
•
•
Choice of resources (esky was too small)
•
Failure to clarify the on exact location of the BBQ
•
Time management
•
•
Food poisoning
Meeting dietary requirements
Time management during initial stages of equipment
Confidential
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Outstanding Project Risks:
None
3.4 Quality
Management
•
Ensuring that the food was cooked thoroughly
•
Making sure that there were sufficient flyers for everyone
•
Effective time management
•
Received positive verbal feedback from Monash staff
and students
3.5 C o m m u n i c a t i o n
Management
•
Facebook
•
Email
•
Phone (Whatsapp and text messaging)
•
Face to face meetings
•
Google Docs
3.6 Customer Expectation Management
•
Staff: Ensuring that the BBQ lunch met the orientation
and teaching schedules
•
Students: Providing information and lunch in a friendly
manner
3.7 Lessons Learned
Overall
•
Event management – including leadership and teamwork skills
•
Ensure that Monash University rules and regulations are
complied with
Confidential
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Individual Employability Skills Lessons
•
Leadership: Having a common vision and being able to
put it into action and also motivating each other.
•
Teamwork: Being flexible with roles, respecting other
members, being inclusive of everyone, delegating tasks
and responsibilities, collaboration and cooperation of
the team, providing support and encouragement to other team members.
•
•
Communication: Used different mediums of communication and communicated frequently. Ensuring that
everyone understood their roles and responsibilities.
Planning & organisation: SWOT analysis and creating
budgets and strategies.
•
Initiative & enterprise: Representing Monash PAL Program and responsible for our actions.
•
Service excellence: Maintaining positive attitudes and
enthusiasm and having high quality standards throughout the whole project. Collecting feedback to improve
on future projects.
Zoom out
3.8 Post Project Tasks
Completing individual portfolios of the Leaders Program
2013.
3.9 Project Closure
Recommendations
•
Using technology for communication is very efficient
•
Don’t hesitate to ask others for assistance/clarification
•
Work together as a team
3.10 Acknowledgements
•
Alison Richardson
Self-management: Be aware of individual personalities,
strengths and weaknesses and take into consideration
when making decisions and allocation of tasks.
•
Amy (from MSA)
•
Gary Ryan
•
Problem solving: Be flexible, adaptive and develop innovative solutions.
•
Monash University staff
•
Technology: Facebook, BBQ, Phone (Whatsapp and text
messaging)
•
Monash University first year students
•
Robyn Moroney
•
4 PROJECT CLOSURE REPORT
APPROVALS
Prepared By
Jacqueline Chan, Hollia Lam, Iris Liu, Michelle Kan, Jennifer Lieu, Sherwin Ho, Miranda Chung - Team Leader
Approved By
Name
Role
1
Sherwin Ho
Financial Executive
2
Jennifer Lieu
Creative director
3
Hollia Lam
Creative director
4
Jacqueline Chan
Public relations officer
5
Michelle Kan
Project manager
6
Iris Liu
Event day coordinator
7
Miranda Chung
Director
Approval Date
Confidential
47
04 / 10 / 2013
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Project Name & No.
Project Delivery Date
Hollywood Fun Day Out
Zoom out
2nd August
MONASH University
Facu lty of Busi ne ss a nd E c onom i c s
Hollywood Fun Day Out
(Project-5)
Prepared By
Name
Role
Xinyu Xia
Yu Li
Book Keeping and Budgeting
James Li
Book Keeping and Budgeting
Johan Lie
Facilitating and Monitoring
Yue Sun
Marketing and Selling
Suxia Duan
Confidential
Leader
Digital Design
49
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1 PROJECT CLOSURE REPORT
SUMMARY
1.1 Project Background Overview
Hollywood costumes show is one of the greatest events throughout the world and is hold in Melbourne for the first time.
Our team brought students to Hollywood costumes show so that they could have a unique opportunity to explore the world
of Hollywood and make friends with each other. In the meantime, students could feel art of cinematic costume design and
see the classic Hollywood Costumes. This project has created an entertaining and meaningful experience outside university
environment.
1.2 Project Highlights and Best Practices
Project Highlights:
•
Around 20 students participated from different faculties
•
Hollywood costumes show is held in Melbourne for the first time
•
A good presentation about costumes provided by tour guide
•
A nice lunch after show
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Best Practices:
•
clearly task allocation to ensure the project ongoing
•
effective marketing strategies via different channels
(Facebook, twister, and so on)
•
A reasonable budget plan
2
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1.3 Project Closure
Synopsis
•
Collect feedback from sponsors and student
•
Transfer remaining money to sponsors
PROJECT PERFORMANCE
2.1
Goals and Objec- 2.4 Schedule
tives Performance
Performance
•
Offering students a unique opportunity to explore the
world of Hollywood
Planned Project Delivery Date:
•
Educating students the art of cinematic costume design
and seeing the classic Hollywood Costumes
Team member duties and key dates:
•
Creating an entertaining and meaningful experience
outside university environment
•
Managed to secure an educator-led tour as planned
which enhanced students’ understanding of the art of
costume design and overall experience
•
Students were provided free lunch upon exhibition finished
2.3
Milestone and Deliverables Performance
•
Managed to book an educator-led tour and tickets
•
Designed posters to advertise on campus, PAL booking
system and Facebook
51
Everything to be finalised by the 8th April
Elle: ticket booking and selling, booking for sport venue
•
We aimed to have 20 students come for exhibition. In
actual, 15 students came for the exhibition
Promotion materials are ready by 7th April (include
Facebook ad, poster, tickets).
•
•
•
•
2.2 Success Criteria
Performance
Confidential
10am -1pm Friday, 26th April
Johan: booking for restaurant
•
Adele and Victor: poster and ticket design and printing
•
James: meeting recording and writing proposal
•
Li: budget and cost control
Project Schedule Control Process:
•
We had regular meetings on campus and used Facebook,
email, phone and Google Doc to exchange ideas and
write project plan
•
Informed Alison of our progress or change of the plan
•
Kept each members informed about the progress of the
project if someone was absent
•
Kept a track record of dates, contents and outcomes of
each meeting
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Corrective actions made throughout the
project:
•
Project delivery date were postponed to Friday, 2nd
August, 9:30am-1:30pm
•
Sports activity were cancelled and lunch was optional
•
Everything was finalised by 30th August
•
Everyone was involved in selling tickets
2.5 Budget
Performance
Revenue
•
Tickets selling price at $10 X 15 people = $150
•
Tickets subsidy at $4 X 15 people = $60
•
Meal subsidy at $150
•
Promotion subsidy, including $10 for renting tables
and $10 for printing flyers
Total revenue = $380
Expenses
•
Tickets costing $14 X 15 people = $210
•
Meal expense $60
•
Promotion expenses including $10 for renting tables
and $10 for printing flyers
Total expenses = $290
Net profit = $90, which was given back to
our sponsor
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PROJECT CLOSURE TASKS
3.1 Resource
Management
3.6 Customer Expectation Management
We need a table when we promote the event, and find out
that it requires at student card with a payment for $10/table.
Sponsor: AlisonRichardson
3.2 Issue Management
Ticket selling method is a major task for the event, as suggested by the supervisor, we tried the booking system at first.
However, the one who clicked participate might not show up
on the day since they did not pay. In the end, we choose to
sell the printed tickets.
•
Construct a high-performance team: each team members was assigned with a certain role and team had a
clear vision
•
Learn and develop a broad range of skills by project
management: all of the team members attended a range
of workshops and tried to implement what they learned
by doing a real project
•
Enhance student to student experience: the team
launched a project providing opportunities for students
from various faculties to make friends with each other
3.3 Risk Management
Students attending the project
Project Risks Mitigated:
Weather is one of the concerns, people might not show up
if the weather is unfavorable. Punctuality for the group entrance is another one, as the delay might result in a default
payment. Therefore, we gathered at the Flinders Street Station on the day half an hour before the assigned time.
•
Enjoy costume show: the team arranged a tour guide to
give detailed information behind each costume
•
Meet new friends: the team introduced students to each
other and broke the ice
Outstanding Project Risks:
3.7 Lessons Learned
The project is a one off event, and there is no outstanding
project risks found yet.
Overall
3.4 Quality
Management
We built up project management skills by doing an actual
project.
Firstly, we hold our weekly meeting goes on to make sure we
keep in pace with the planning objectives. Secondly, we use
one ticket one name method to avoid any mistakes in money
collection
- Leadership:
Individual Employability Skills Lessons
3.5 C o m m u n i c a t i o n
Management
At the team level, we communicated through Facebook, WeChat, phone call and weekly team meeting. At the external
level, we used Booking System and Facebook for promotion
and booking.
Confidential
53
•
Used Facebook and Google doc to keep each team member informed about the progress
•
Hold a regular meeting by team members, with specific
objectives of each meetings
- Teamwork:
•
Team members worked closely to carry on the project
•
Learned to contribute own ideas and solve conflicts
•
Communication:
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Planning & organisation:
Technology:
•
set up dates and deadlines
•
•
prepared contingent plans for unexpected events
designed flyers and posters using professional soft
wares;
•
organized materials for promotions
•
arranged online ticket booking system;
3.8 Post Project Tasks
Initiative & enterprise:
•
took initiative to do promotion regarding the project;
•
What tasks, if any will be completed after the submission of
this report?
negotiated a discounted price for group tickets;
Service excellence:
•
recognized that each member’s output depending on
other member’s contribution;
•
understood the expectations of our customers;
3.9 Project Closure
Recommendations
•
•
Self-management:
Identify a project that everyone has passion to do it;
Get more helps from sponsors;
•
Start the promotion early in the semester;
•
balance the time between studying and extracurricular
activities
•
Monitor the whole promotion process;
•
devoted to the project and fulfill responsibility upon the
project
3.10 Acknowledgements
Problem solving:
•
handled unexpected events such as some students
failed to arrive on time;
•
Sponsor Alison Richardson, Student Development Undergraduate; Julie Ralph, Student Development Undergraduate;
calculated budget in details;
4 PROJECT CLOSURE REPORT
APPROVALS
Approved By
Name
1
Role
Xinyu Xia
Leader
2
JYu Li
Book Keeping and Budgeting
3
James Li
Book Keeping and Budgeting
4
Johan Lie
Facilitating and Monitoring
5
Yue Sun
Marketing and Selling
6
Suxia Duan
Role Digital Design
Approval Date: 5 / Oct / 2013
Confidential
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Project Name & No.
Project Delivery Date
Bounce Day, Team #1
Zoom out
Friday, 2 August 2013
MONASH University
Facu lty of Bus i ne s s a nd E c onom i c s
Bounce Day, Team #1
(Project-6)
Prepared By
Name
Role
Adrian Curro
Team Leader – Marketing Assistant & External Communications
Xing Yeh
Team Member – Marketing Coordinator, Internal Communications & Finance Officer
Ardisa Wibowo
Team Member – Marketing Coordinator & Internal Communications
Aloysius Ho
Team Member – Marketing Assistant & Catering Coordinator
David Wang
Team Member – Marketing Assistant
Lauren Ho
Team Member – Marketing Assistant
Chris Wells
Team Member
Approval Date: 5 / Oct / 2013
Confidential
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How to use this report
template - overview
PROJECT CLOSURE REPORT PURPOSE
The Project Closure Report is the final document produced for your project and is used to assess the success of the project,
identify best practices for future projects, resolve all open issues, and formally close the project.
PROJECT CLOSURE REPORT GOALS
This Project Closure Report is created to accomplish the following goals:
•
Review and validate the milestones and success of the project.
•
Confirm outstanding issues and recommendations.
•
Identify project highlights and best practices for future projects.
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1 PROJECT CLOSURE REPORT
SUMMARY
1.1 Project Background
Overview
- Managed to defeat a group of small kids in a dodgeball
contest. NB: Small kids can be tough to beat! They are light
and nimble and have smaller body surface area, making
them difficult to be ‘out’.
The project was delivered at Bounce Inc, a large indoor trampoline park located in Glen Iris. The goals and objectives of
the team project were:
•
•
To facilitate a fun-filled and social activity for first-year
BusEco students
Best Practices:
•
To enhance the first-year student experience
•
To provide a platform for expanding the participants’
network of friends and contacts
- Strategic decision-making:
•
Initially the team had decided upon the project idea of
The Amazing Race (sports-based). Concerned with the
time involved in creating race schematics and the level
of interest the targeted students would regard this project idea, we made an executive and unanimous decision
to cease proceeding with this project idea. This was a
good decision to make at the time as it is always less
costly to do so during the planning stage of a project
rather than during the implementation/execution stage.
We turned our focus towards brainstorming new project
ideas and finally decided on Bounce Day.
•
It was strategic for the team to market the Bounce Day
event and also set up a registration & fee collection table during Orientation Week. In our view, this allowed
us to market the idea to our “target audience” and thus
maximise the number of registrations.
Success criteria for our project included:
•
To reach a targeted group size of 20 students (including
the 7 BusEco Leaders)
•
To attain a 100% injury-free event outcome
•
To have enhanced the first-year student experience
•
To have enjoyed a fun-filled, social activity
•
To have made new friends
1.2 Project Highlights
and Best Practices
- Clear separation of duties:
•
During the initial enquiry and survey stage of our project, we knew that the Team Leader would be the one
responsible for making direct enquiries to Bounce Inc
regarding issues such as pricing and payment options.
•
We also clearly divided up the Team Members into marketing teams for both Clayton and Caulfield campuses.
•
We also clearly decided on the Team Member who would
be responsible for managing the lunch catering for the
actual project launch day (i.e. on Bounce Day).
•
By having a clear idea of which Team Member was responsible for what sort of tasks, we were able to have
a clear objective in mind and execute them accordingly,
Project Highlights:
•
Successfully liaised with student bodies and other
Monash University associations (e.g. MSA, Monash University Campus Management, Venues Office) to proceed
with our project marketing activities.
•
Achieved great success in recruiting interested participants during Orientation Week.
•
Had a highly enjoyable time on Bounce Day with all
participants engaged in the various activities offered at
Bounce Inc
Confidential
Received positive feedback from the Bounce Day participants, who all recommended the event to future firstyear students.
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without any risk of interference or doubling-up in duties. We
feel that this ensured our project was able to run smoothly
during these initial stages.
Clear and constant communication:
•
It was important for all team members to be up-todate with the project progress and any communications
between team member(s) and external party. We had
adopted the practice of “CC” other team members in all
email correspondence. We had also set up a Facebook
group dedicated to all project discussions. This was a
wise decision given the difficulty to coordinate each
team member’s schedules and find a time when all
members were free to attend a face-to-face meeting/
discussion.
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us immensely in the marketing stage of our project. We were
able to spread word of our project event before and during
the most critical stages of our project’s marketing phase. We
would not have been able to utilise this resource if not for
Ali notifying all BusEco Leaders.
1.3 Project Closure
Synopsis
Project Bounce Day was successfully launched on Friday, 2
August 2013. This project is now being closed as all project
objectives and deliverables have been satisfied. All team
members are in agreement on this.
- Awareness and utilisation of available
resources:
The ability to include a project flyer in Orientation flyers
and have an online event registration system set up assisted
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2 PROJECT PERFORMANCE
2.1
Goals and Objectives Performance
Out of those who responded, they had all agreed that Bounce
Day enhanced their first-year student experience and that
they would recommend Bounce Day as an activity for future
first-year students to participate in.
Please refer to Section 1.1 of this report for the original
project objectives. The overall actual project performance
achieved all the intended project objectives.
3. To provide a platform for expanding the participants’ network of friends and contacts
1. To facilitate a fun-filled and social activity for
first-year BusEco students
The target audience for Bounce Day was first-year BusEco
students. We had ensured that it was indeed first-year BusEco students that participated in Bounce Day by strategically
planning our marketing activities during Orientation Week
and confirming with the students, as they registered, their
first-year status. Not only did Bounce Day include a two-hour
session at BounceInc, we tried to maximise opportunities for
fun and social interaction by catering for (an opt-in) lunch.
We strongly believe that we were able to achieve this objective. All Bounce Day participants participated in the various
activities offered at BounceInc and it was evident that the
atmosphere of the day was light-hearted and energy-filled.
On Bounce Day, we could see that as the day progressed the
event participants became quite social with both the BusEco
Leaders and other fellow first-year participants. Some of the
BusEco leaders had even witnessed the exchange of contact
information between the participants. From this it can be inferred that we were able to use Bounce Day as a platform for
expanding the participants’ network and friendship group.
2.2 Success Criteria
Performance
Please refer to Section 1.1 above for details of the project
success criteria. Our evaluation of actual project performance in terms of the project success criteria is as follows.
2. To enhance the first-year student experience
1. To reach a targeted group size of 20 students
We believe that Bounce Day was successful in enhancing the (including the 7 BusEco Leaders)
first-year student experience. Our belief is based on our observations on the day. Furthermore, we prepared feedback
sheets, which included this objective as a feedback question.
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We would like to acknowledge that most team members had
put in considerable effort to maximise the probability of suc-
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