Project Plan Final

8/14/2019 Project Plan Final

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PROJECT PLAN

Vietnamese days in Lahti:

Document Revision #:

Date of Issue:

Project Manager:

Dang Viet Linh


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Project Plan Vietnamese day in Lahti

Approval Signatures

Approved by: Business Project Leader Approved by: IM/IT Project Leader

Prepared by: Business Project Manager Prepared by: IM/IT Project Manager

Reviewed by: Quality Assurance Manager

9 November 2009 Ver.1 Page i


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Table of Contents

1. Project Overview.....................................................................................1

1.1 Purpose, Scope, and Objectives............................................................................1

1.2 Assumptions, Constraints and Risks......................................................................2

1.3 Project Deliverables................................................................................................2

1.4 Schedule and Budget Summary.............................................................................3

Activities .............................................................................................................. .......3

Spending ..................................................................................................................3

Labor training .............................................................................................................3

2120 ................................................................................................................. ..........3

Purchasing goods .......................................................................................................3

3000 ................................................................................................................. ..........3

Freight .................................................................................................................... ....3

1200 ................................................................................................................. ..........3

Building .......................................................................................................................3

1030 ................................................................................................................. ..........3

Decorating ................................................................................................................. .3

300 3

Advertising ..................................................................................................................3

2300 ................................................................................................................. ..........3

Communication and invitation ....................................................................................3

280 3Hiring devices and back ups .......................................................................................3

2250 ................................................................................................................. ..........3

Beverages and foods ..................................................................................................3

200 3

Risk cost......................................................................................................................3

2900..................................................................................................................... .......3

Total cost ....................................................................................................................3

15660................................................................................................................ ..........3

2. Project Organization...............................................................................4

2.1 External Interfaces..................................................................................................4

2.2 Internal Structure....................................................................................................4

.......4

2.3 Stake holder analysis......................................................................................... ....5

Lahti University of Applied SciencesFaculty of Business Studies

Title/Subject Number

Owner Approved by Date 09/11/2009 Version


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3. Managerial Process Plans......................................................................6

3.1 Start-up Plan.............................................................................................. ............6

3.1.1 Estimates....................................................................................................................6

3.1.2 Staff training...............................................................................................................6

3.2 Work Plan...............................................................................................................6

3.2.1 Work Breakdown Structure........................................................................................6

3.2.2 Schedule Allocation....................................................................................................8

3.2.3 Resource Allocation...................................................................................................9

3.2.4 Budget Allocation.....................................................................................................10

3.3 Risk Management Plan.................................................................................. ......12

3.4 Communication Plan:...................................................................................... .....14

4. Technical Process Plans......................................................................17

4.1 Fishbone diagram.................................................................................................17

4.2 Interrelation digraph..............................................................................................18

.......18

4.3 Infrastructure........................................................................................................18

4.4 Product Acceptance............................................................................................ .18

Annex A.....................................................................................................19

Annex B.....................................................................................................20

Lahti University of Applied SciencesFaculty of Business Studies

Title/Subject Number

Owner Approved by Date 09/11/2009 Version


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Project Plan Vietnamese days in Lahti

1. Project Overview

1.1 Purpose, Scope, and Objectives Purpose : Allow locals and foreigners to understand and know about Vietnam, its friendly

people and its newly-emerging country

Goal: Create Vietnamese day in Lahti in April in 2010

Scope :

Contact Vietnamese around Lahti to discuss, plan what to do

Bring traditional costume, food, games

Divide works for each persons: MC, director , actors, guards..etc

Asking permission from city government

Finding suitable place and time

Invite foreigners to join and take part in the works

Advertisement : leaflets, newspaper , school noticeboard, posters

Arrange souvenirs shop, entertainment shop involved with Viet Nam

Ask for capitals , donation from Vietnamese in Europe

Hire multimedia devices, stage and clothes

Inviting famous actors, politicians

Objectives

Attract about 10 000 visitors traveling to Viet Nam

More than 150 actors and performers participate

Over 1million investment to Viet Nam

This event will eventually lead Finnish investment as well as visitors to come to Viet Nam. It

also is a bridge for other Vietnamese day in European countries and a stepping stone for manyinvestment and trades contracts. For examples, after Vietnamese day in Sweden, about 29

contract were signed and Vietnam still has good reputation in the eye of Nordic countries


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1.2 Assumptions, Constraints and RisksProject assumptions :

World economy is recovering after the recent recession. Vietnam hope to find a cooperate

in techincal field, especially in ship constructing. Besides, export maritime product is our

advantages and we are seeking partner in this field.Thus , we want to create this event tointroduce a new Vietnam in your views and hope to hvae a long relationship in business

field

Project constraints :

The main resources is only in Viet Nam and the project may be dalayed if there is

insufficient time. Besides, this is the first time the project team implement so there mightbe some unknown problems occuring during the event. Moreover, weather is a main factor

that can affect the project, especially in April when there is doubtful of snow and rain.

1.3 Project DeliverablesAs the project develope, we hope that through the event, project deliverables are brought to

the local people on time and people can see our development continuously through it.

Project deliverables

o Goods transported in high quality

o An attractive stage for cultural performance

o Tents for artworks auction and for introducing Vietnams culture

o Formal letter inviting V.I.P to take part in the event

o Meaningful logo for the event.

o A website about Vietnam culture on the Internet

o A comprehensive view on Vietnams economy and its culture

Delivery dates : 30 /3 10/4

Delivery location : Lahti Central Square

Delivery media : TV , radio , Internet newspaper


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1.4 Schedule and Budget Summary

Activities Spending

Labor training 2120

Purchasing goods 3000

Freight 1200

Building 1030

Decorating 300

Advertising 2300

Communication and invitation 280

Hiring devices and back ups 2250

Beverages and foods 200

Risk cost 2900

Total cost 15660


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2. Project Organization

2.1 External InterfacesThis is a non-profit event which only seeks for co-operation between the 2 countries.

Besides, we ask for investment from sponsor to implement the project. The main labour is

mainly Vietnamese and few Finnish friend in charge of communication

The sponsor : VASEP, Sonera, city goverment

The customer : local people, city goverment

Subcontracted company : advertising company

Other organizational entities that interact with the project : racism organization,

advetising company

2.2 Internal Structure

Project team

Legal issues

Linh

Advertising

Ngan

Workforce

Viet

Technical

issues

Linh

Event

organization

Viet, Ngan

Communicat

ion

Ngan


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2.3 Stake holder analysis

Stakeholder Stake in the project

Potential

impact on

Project

Responsibility

Linh, Ngan , Viet

Execute action indirectly

Manages all macro things,

allocate position and hiring

High Project team

Vietnamese studentAssociation in Finland

(VSAF)

Help and support with labor

and spiritMedium Support team

Local people Cheer and join , encourage High Customer

Itella , FinCargoTransport goods, devices to

right destination in right timeMedium Logistics

Sonera ,City government

Invest and deal with the

finance with the exchange ofimage broadcasting for the

whole festival

High Sponsor

Advertising company

Propagate the event with

designed posters and leaflets ,

video clip

Medium Marketing

Famous Vietnamese and

Finnish actors,

politicians

Cultural exchange and

introduce about each

countries and people

Low Guest

Vietnam Association of

Seafood Exporters and

Producers (VASEP)

Introducing and marketingproducts to Finnish

counterparts, also back the

project

MediumSponsor,Export

company

GangsterDamage and harass during the

festivalMedium Terminator

Racist organizationEncourage people to boycott

and oppose to the festivalHigh Opposition


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3. Managerial Process Plans

3.1 Start-up Plan3.1.1 Estimates

The project cost, schedule and resource requirements is based on several similar events

held before in other countries like : Sweden, Enalnd and France. Although it is not

orginal but we have made some uniques features that best suit the Finnish culture andtradition. Besdies, we have examined the time, location which is suitable for the event

through reasearch in Finnish habbits.

The data above is estimated from internet and information from our friends in Viet Nam

and Finland as well os that the cost is reasonable and we have enough financial and

labour backup. We also have schedule for re-estimation after a project milestone to

evaluate the influence by Bottom-Up Technique as the level of details and projectdevelopes or by Cost review and Update Review some sudden chage in cost may

cause the project to collapse

3.1.2 Staff training

About training staff, we will have 3 teams to train in each different fields. Besides, wehave contact with Lahti UAS to train staff for us in media, web programing and health

care. For the internal staff, we have Ngan as a representative and MC leading the event

and Viet and Linh as technical support.. In detail :

the types of training to be provided : Intensice course training,

numbers of personnel to be trained : 21

entry and exit criteria for training : completion and pass the course

the training method, for example: lectures, consultations for welcome group,

practicing for medical team, computer-assisted training for IT staffs

With these teams, we will have things settle down and have enough support for the

event to run in a proper way

3.2 Work Plan3.2.1 Work Breakdown Structure

1.. Asking for permission and donation

1.1 Negotiating

1.2 Signing contract

2. Materials

2.1 Purchasing


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2.2 Transport from Vietnam

2.2.1 Flight

2.2.2 Ship

2.3.3 Warehousing

2.3 Transport from Finland

2.3.1 Truck

3. Training staff

3.1 Finding

3.2 Rehearsal

3.3 Testing

4. Construction and preparation

4.1 Cement Pad

4.2 Framing

4.3 Walls

4.4 Roofs

4.5 Electricals

4.6 Insulation

4.7 Interior finishing (paints, wallpapers, fixtures, etc..)

5 Communications

5.1 Guest and participants welcoming

5.2 Inviting famous Vietnamese and Finnish

5.2.1 Flight

5.2.2 Taxi. Cars

6. Advertisements

6.1 TV

6.2 Leaflets

6.3 Internet website


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7. Event organization and management

7.1 Artwork gallery

7.2 Traditional folk music

7.3 Cultural exchanges

7.4 Movie exhibition

7.5 Potentials of Vietnams economy

3.2.2 Schedule Allocation

PhasesMajor Activities Duration Milestones

Who is

responsible

Finding labor,support

Asking for permission fromcity goverment

Project team

Finding sponsor, donation M1 Linh

Contact Vietnamese to plan,

duty allocation, staff trainingLinh, Viet

Logistics Finding suitable place andtime

M2 Ngan

Buying goods, costumes,

pictures, handicrafts(in VietNam)

Ngan, Viet

Goods transportation from

VietnamLinh

Building Site preparations : Hall,Square, StreetM3 Viet

Ground construction,

decoration ,

Communicationmission

Invitation card for famousperson (politicians, actors,

Vietnam ambassador)

Ngan


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International relation

responsibility

Advertising Hiring design company,Internet advertisement

M4 Linh

Video clip on TVViet

Leaflet to every houses

Technical issues Hiring multimedia devices :comuters, speakers, lights,

orchestra sound

M5

LinhReady for back up devices,

Prepared for maintainingtechnical devices in case of

emergency

Event

organization

Artworks exhibition Viet

Traditional folkperformances

NganCultural outdoor activities

,cuisine

Information on currentpotentials from Vietnams

economy

M6 Ngan

3.2.3 Resource Allocation

Activities Resources needed

Asking for permission and donation A group of staff has persuasive skill and good

communication skill

Means of transport, detailed project plan with software

repuirement (Microsoft Office 2007)

Materials, goods Budget , reprentative of our team (Ngan), contack person in


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Viet Nam

Staff training Intensive course from Lahti UAS and other facilities

Our team member will open group work for teams

Construction and preparation Materials and decoration things bought in Finland

7 persons working for this field. (They are also trained inadvance)

Communication Our team representative

Advertisement Money from budget

Team member to contact advertisment companay

A group distribute leaflets and poster

Event organization and management Staffs trained as MC, securities

Hired devices mentioned above

3.2.4 Budget Allocation

No. Activities Spending

1 Labor training 2120

Performers 80*10

Master of Ceremony 70

Medical training 50

Duty appointing 50

Chef 50*7

Guide 50*7

Shop assistant 50*7

2 Buying goods, costumes, pictures, handicrafts (in VietNam) 3810

Costumes 1500

Pictures 1300

Handicrafts 500

Water puppetry 810

Dry foodstuff 300

3 Goods transportation from Vietnam 1000

Freight forwarding 700

Domestic transportation 300


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4 Site preparations : Hall, Square, Street 300

Street advertising 300

5 Ground construction, decoration 1030

Tents 200

Stages 400

Table 100

Chairs 100

Lanterns 70

Swag 50

Carpet 50

Drapery 50

6 Invitation card for famous person 280

- Design 30

- Printing 50

Travel cost for famous person 200

7 International relation 300

8 Advertising 2300

Video clip on TV 700

Leaflets to every houses 500

Website building : 200

- Rent a server 40

- Hire web designers 160

Posters 400

Advertisement on newspaper 500

9 Travels and meetings

10 Hiring multimedia devices 1250

Computers, 100

Loudspeakers, 200

Lights, 300

Projector 200

Orchestra sound 300

Microphone 50

Computer 100

11 Ready for back up devices and maintaining 1000

12 Cultural outdoor activities ,cuisine 180

Noodle soup

Sticky rice 30

Dumplings 30

Pancakes 30

Salad rolls 30

Sandwiches and pastries 30


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13 Risk cost 2900

Total cost 15660

3.3 Risk Management Plan

Risk

No.Description Indentification Effect Probality

Risk

value

Risk

classification

1Human

Employees becomeill, staff conflictand disagreement

Loss of union

and efficiency3 5

2Operational

Flight delay,shortage of

warehouse , traffic

jam

Damaging

goods , lack of

preparation

2 3

3Project

Overruns, job delay, shortage of

employees

Loss ofinitiation ,

confidence

3 4

4Reputational

Cultural differences

, dog-eating hobbit,

racism ,

Causing

misunderstandi

ng , failure

4 4

5Procedural

Embezzlement,fraud , productivity

loss

Influencefinance and

budget

2 2

6Financial

Recession ,

unstable stock

market

Bad

performance,miss someparts of the

program

3 4

7Technical

Limited supplypower, damaged

speaker and

microphone

2 4

8Natural

Snowy , heavyrains

Trafficproblem and

good damaged

2 4


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9Political

Changes in cabinet,anarchy , election

Postponed,

delayed orbadly damaged

2 3

RiskNo.

Description Actions Responsibles Costs

1Human

Increase salary, encourage about the projectgoal

Linh, Viet 700

2Operational

Find another alternatives, bring the goods 3months earlier

Linh 1000

3Project

Well-managed plan, time scale, enough support

stuffsNgan. Linh 0

4Reputational

Avoid mention to these issues Ngan 0

5 Procedural Recruit charismatic person, know them well Viet 0

6Financial

Sponsor contract signed with tight clauses,

compensationLinh, Ngan 0

7Technical

Prepare well , ready for backup stuffs Viet 300

8Natural

Delay the time or build alternative stage, place Team 600

9Political

Negotiate, discuss with the newly-selected Linh 300

Total cost

2900


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3.4 Communication Plan:As we have mentioned in the Stakeholder Part. Our stakeholders are divided into 12

categories based on their work and positions in our event. Our communication also emphasizeson our idea about how to communicate with these stakeholders.

Stakeholders Channels Duration Reason of choosing

means of communication

Members of

the team: Linh,Viet, Ngan and

others

- Phone

- Facebook: Group work site

- Write E-mails

- Face to face meeting

15/10-30/1 -Fast, Easy and Active

means

- Especially throughFacebook, we can find

many supporters

City and police - Arrange appointments

- Write e-mails

1/1-30/1 -Typical and formal ways

Community of

Vietnam inFinland

- Write e-mails and phone to the

chairman of VietnameseAssociation in Finland

- Meeting to introduce our plan

30/11-14/1 - The chairman knows

deeply and widely almostVietnamese people here

Logistics team

in Vietnam

- Write e-mails

- Internet calls

- Send documents by post or e-mails

1/2 1/3 -Economical and

effective means

- Checking the work in

Vietnam

Logistics team

in Finland

(FinCargo,)

-Phone calls

- Write E-mails

- Send letters and documents bypost

10/3 20/3 -Kind of typical and

official ways of

communicating

- Checking the schedulesof the deliveries

Sponsors

(VietnamAssociation of

Seafood

Exporters and

Producers

(VASEP) and

Vietnamese

- Arrange a meeting the

headquarters or marketing

director of VASEP in Vietnam

- Phones, e-mails to them

- E-mails and phone the

20/2 30/2

due to Tet

holidays inViet Nam

-Polite and official means

of communicating the

targeted sponsors

-Get them to involve inour plan


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association in

Finland) andother

supporters

represents of VASEP in Europe

- Means of communication with

VAF are mentioned above

- Connect with other

organizations through thewebsites and e-mails

- Informing them issues

of our plan or ourprocession

Advertising

Company

- Write e-mails

- Phone

- Face to face meeting

18/2 30/2 -Sign the contracts and

checking the works

Volunteers andVietnamese

StudentsAssociation in

Finland

(VSAF)

- Write e-mails to theheadquarters of VSAF to invite

them to our event and help us topopularize our activities to the

members

-Write article or post the

introduction about our event on

website of VSAF and our need ofvolunteering

- Open a group on Facebook andinvite our friends and members of

VSAF to join

- Invite our international friends

in Lahti UAS to join by asking theinternational office for a e-mail

notification to all students

- Phone calls and e-mails

- Face to face or online meetings

20/11 30/3

Journalists -Face to face meeting at the news

houses

- E-mails and phones

15/3 20/4


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Politicians and

famous artists

-Face to face meeting at Vietnam

Embassy (Vietnamese Politicians)

- E-mails

- Letters by post/ Invitation

Letters

20/2 30/2

Technique

Team

-E-mails and phones as we intend

to invite our friends in Finland to

do that

10/2 10/4 -Easy and fast

Souvenirshops and

cultural

product shopsin Vietnam

- E-mails, phone calls

- Meeting directly through

logistics team in Vietnam

18/2 14/3 -Easy and believableways to get them

Vietnamese

Artists or

teamsresponsible for

volunteering

culturalperformances

-Connect through the Embassy of

Vietnam in Finland

- Connect by phone or e-mails for

the capable volunteers through

VSAF and among Vietnamesestudents in Lahti UAS

- Open a facebook groups forvolunteers and Vietnamese

students

- Meeting offline for practical

trainings

14/1- 20/2 -Formal and effective as

this is a chance to

introduce Vietnamsculture in Finland

- Easy and active way toconnect Vietnamese

students in Lahti

Above is our plan for communicating and contacting our stakeholders. There is two

segments we do not mention in this plan because we do not know who they are and how to link

with them, which are gangsters and racist organizations. They are bad stakeholders to our eventand we have to prepare for a backup plan for meeting them: Ask for the help of police stationand hide a security company to handle with their appearance.


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4. Technical Process Plans

4.1 Fishbone diagram


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4.2 Interrelation digraph

4.3 Infrastructure

Specify the plan for establishing and maintaining the development environment (hardware,operating system, network and software), and the policies, procedures, standards, andfacilities required to conduct the IM/IT project. These resources may include workstations,

local area networks, software tools for analysis, design implementations, testing, and

project management, desks, office space, and provisions for physical security,administrative personnel, and janitorial services.

4.4 Product Acceptance Specify the plan for customer acceptance of the deliverables generated by the IM/IT

project.

Specify objective criteria for determining acceptability of the deliverables.

Reference a formal agreement of the acceptance criteria signed by representatives of

theIM/ITorganization and the customer.

Specify any technical processes, methods, or tools required for deliverable acceptance,such as testing, demonstration, analysis and inspection


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Annex A


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Annex B

Project Plan Final

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