This project aimed to create a more sustainable business for Chocol8 through running events. It involved delivering activities at a Christmas fair and Kaplan event to promote Chocol8, produce documentation, and manage finances. Some issues encountered were budget delays, weather, and participation. Lessons learned included controlling changes, monitoring progress, managing all elements, using team strengths, and clear communication. The project helped increase young visitors to Chocol8 and collect over 100 emails to support their online business.

1. BY TOMAS DOS SANTOS, MANDAKH NYAMSUREN, CLARE JARRED AND ISLAM DZHABIEV
creative-pm@outlook.com
Our Project:
Creating a more sustainable business

2. Agenda
• Project Delivery
• Project Documentation
• Project Financial Management
• Project Success & Benefits
• Main Issues Encountered
• Lessons Learned

3. Project Delivery

4. 1st Stage of the Project
• Discussed project with Ambition Consultancy potential ideas
• Met with owners of Chocol8 and pitched project ideas
• Worked with Chocol8 and Ambition Consultancy to define our project
2nd Stage of the Project
• Delivery of activities
- Westbourne Christmas Fair
- Kaplan Language School event
• Produce all documentation for the project
• Monitoring and Controlling the project
3rd Stage of the Project
• Final documentation
• Project Closure

5. Planning
• Keep SMART
• Meet the project Objective
• Time scale (Schedule)
• Project Materials
Organisation
• Manage Constraints
(Scope, Schedule & Budget)
• Monitoring & Control
• Quality Control
Execution
•Manage the Budget &
Deliverables
• Assigned Tasks
• Gain Acceptance
• Manage Issues
• Communication Plan
• Project Team
• Implementation & Transition
Closure
• Document all the information
• Post – closure analyses

6. LevelofOrganizationaleffort
Conceptualization/
Planning
Organisation Management/Execution Closure

7. Risk Management Strategy
Identify the
Risk Areas
Assess the
Risks
Develop Risk
Management
Plan
Implement
Risk
Management
Action
Re-evaluate
the Risks

8. Project Documentation

9. Initial Risk Assessment

10. Roles and Responsibilities
R – Responsible
A – Accountable
C – Consulted
I - Informed

11. Network Diagram

12. Product Breakdown Structure

13. Work Breakdown Structure
Chocol8 Project
[2]Running of
event at Kaplan on
11th Dec
[2.3]
Creation of student
discount card
[2.2]
Producing
promotional
material
[2.1]
Running of the
stand
[3]Production of
project
documentation
[3.2]
APM Project
documentation
[3.1]
Initial Project
documentation
[1]Running of the
Christmas Fair on
7th Dec
[1.4]
Production of
promotional
material
[1.3]
Create box for
completed quiz
forms
[1.2]
Creation of quiz
[1.1]
Delivery of quiz at
Christmas fair
[1.2.c]
Approval from
Chocol8 owners
[1.2.a]
Research into
event
[1.2.b]
Creation of
questions
[1.2.d]
Printing of quiz
[1.3.a]
Design box
[1.3.b]
Deliver box to
shop
[1.2.c]
Approval from
Chocol8 owners
[1.4.a]
Design leaflets
[1.2.b]
Design posters
[1.2.d]
Design t-shirts
[1.2.e]
Printing of t-
shirts
[1.1.a]
Dispensing of
quiz
[1.1.b]
Collection of quiz
[1.1.c]
Drawing and
contacting
winner
[1.1..d]
Giving of hamper
and photo of
winner
[1.1.e]
Collection of
email addresses
[2.1.a]
Booking the
stand
[2.1b]
Manning the
stand throughout
day
[2.1.c]
Distribution of
discount card
[2.1..d]
Collection of
email addresses
[2.2.a]
Designing
promotional
material
[2.2b]
Approval from
Chocol8 owners
[2.2.c]
Printing of
promotional
materials
[2.2..d]
Distribution of
promotional
material
[2.3.a]
Consultation
with Chocol8
owners
[2.3b]
Designing of card
[2.3.c]
Printing of
discount card
[3.1.a]
Produce Project
Proposal
[3.1.b]
Produce Network
and Gantt
[3.1.c]
Constructrisk
assessment
[3.1.d]
Carry out
stakeholder
analysis/ map
[3.2.a]
Produce
amended Project
Proposal
[3.2.b]
Submit 3 reports
[3.2.c]
Monitor budget
[3.2.d]
Preparation for
final
presentation
Quality
Check quality of
promotional
material
Review quality of
any
documentation
Brief team on
day of events
Collect feedback
from Chocol8
owners
ManagementTechnical
Briefing on
project
Defining scope
Allocation of
tasks
Reviewing
progress
Liaising with
Chocol8 owners

14. Power
High
Low
Keep Satisfied
Government
Bournemouth University
Manage Closely
Chocol8 Owners
Students (Our Team)
APM (Sponsors)
Monitor Keep Satisfied
Local Community
Competitors
Kaplan International
College
Suppliers
Low Interest High
Keep Satisfied
Government
Bournemouth University
Manage Closely
Chocol8 Owners
Students (Our Team)
APM (Sponsors)
Monitor Keep Satisfied
Local Community
Competitors
Kaplan International
College
Suppliers
Stakeholder Map

15. Project Financial Management

16. Project Budget Overview (£)
Expenditures Original(£) Revised(£) Final(£)
International student discount cards (Kaplan) 25 20 20
Colour leaflets double sided (Kaplan) 20 17.23 17.23
Colour leaflets double sided (Chocol8) 20 15 15
colour posters (Quiz) 10 9.98 9.98
colour poster (Kaplan) 10 9.98 9.98
Christmas Quiz 10 7.50 7.50
T-shirts 50 39.96 39.96
Hamper (Quiz) 90 60 60
Hamper (Kaplan) 40 25 25
Box for completed quiz forms 5 5 5
Sample chocolates (Kaplan) 35 28 28
Ribbon to wrap around quiz forms 5 5 5
Total Project Costs 320 245.65 245.65

17. Cost Performance Index
Cost performance index (CPI) £0.97 Unit
Budgeted cost of work performed (BCWP) £242.67
Actual cost of work performed (ACWP) £250.65
Schedule performance index (SPI) 34 days
Budgeted cost of work scheduled (BCWS) 238.20
Schedule Variance
Budget at completion (BAC) £242.65
Schedule variance (SV) £235.27
Variance at completion (VAC) £8.02
Estimate at completion (EAC) £234.63
Note: The results presented in this report are based on the activities and expenditures made during the project. Some of the results are based on the calculation of the budget
given for the project and the amount expended for every activity and material used for completion of the project.

18. Project Success & Benefits
realised

19. Project’s Outcomes
 The project helped Chocol8 to develop a sustainable approach for its
business and the number of young people visiting the store have
increased.
 Over 100 e-mail addresses were collected and forward to Ambition
Consultancy for further use for Chocol8’s online business.
 Both local community and Kaplan students have received seasonal deals
products with more customised services.
 More local people are aware the existence of Chocol8 in Westbourne
through both Christmas fair and Kaplan event.

20. How we measured the project’s success
• Good project plan
• Open communication within the team
• Careful Risk Management
• Managing the project Expectation
• Control the changes within the project
• Review of the scope of the project
• Good deliverables
• Strong Project Closure

21. Main Issues Encountered

22. Unwillingness to
participate from
some individuals
Problems to get
budget on time
for the events
Weather
condition
Monitoring the
project
Cost constraints

23. Lessons Learnt

24. Lessons Learnt
Control &
Monitoring the
Project
Manage all the
project’s
element
Skills &
Strengths of the
Team
Constant
changes within
the project
Communication
Risks Decision Making
Paper Work &
Documentation

25. Thank you for listening…
Any Questions?
creative-pm@outlook.com