PM CCAC

COCA-COLA ANNUAL CONGRESS 2014
0
Politecnico di Milano
Master of Science in Management Engineering
PROJECT MANAGEMENT
Coca-Cola Annual Congress in Egypt
Submitted to: Team Members:
Prof. Mauro Mancini Keti Ivanova 823487
Mariya Nedyalkova 797079
Juana Valenzuela 813765
Boyan Bashliev 822566
Mohmmed Sief 823378
P

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Contents
1. EXECUTIVE SUMMARY...................................................................................................... 3
2. PROJECT GENERAL DESCRIPTION.................................................................................... 4
3. PROJECT OVERVIEW ......................................................................................................... 5
3.1. SCOPE OF WORK............................................................................................................ 5
3.2. PROJECT OBJECTIVES .................................................................................................... 6
3.3. BUSINESS COMMERCIAL NEED ...................................................................................... 6
3.4. KEY ASSUMPTIONS ....................................................................................................... 7
3.5. REQUIREMENTS AND DELIVERABLES ............................................................................ 7
3.6. CONSTRAINTS AND SPECIFIC REGULATIONS................................................................ 10
3.7 Acceptance criteria ......................................................................................................... 11
4. STAKEHOLDERS ANALYSIS ............................................................................................. 12
5. PROJECT TEAM ORGANIZATION..................................................................................... 16
5.1. ORGANIZATIONAL CHART........................................................................................... 16
5.2. CROSSING OBS AND WBS ......................................................................................... 16
6. WORK BREAKDOWN STRUCTURE.................................................................................. 19
6.1. LOGISTIC WORK PACKAGE .......................................................................................... 21
6.2. DELEGATE SERVICE WORK PACKAGE ......................................................................... 32
6.3. SPECIAL EVENTS WORK PACKAGE............................................................................... 43
6.4. IT WORK PACKAGE ..................................................................................................... 61
6.5. HUMAN RESOURCES WORK PACKAGE......................................................................... 68
6.6. COMMUNICATION WORK PACKAGE............................................................................. 79
6.7. FINANCIAL WORK PACKAGE ........................................................................................... 85
7. RISK ANALYSIS .............................................................................................................. 105
7.1. PROJECT RISK MANAGEMENT.................................................................................. 105
7.2. RISK IDENTIFICATION:.............................................................................................. 106
7.3. FUNCTIONS RISK BREAKDOWN STRUCTURE.............................................................. 108
7.4. PROJECT RISK BREAK DOWN STRUCTURE: ............................................................... 114
7.5. RISK EVALUATION.................................................................................................... 115
7.6. RISK ASSESSMENT.................................................................................................... 117
7.7. RISK MITIGATION :................................................................................................... 119
7.8. RISK MAPPING :........................................................................................................ 122

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7.9. MITIGATION COST..................................................................................................... 123
7.10. CONTINGENCY FUNDING....................................................................................... 126
8. PROJECT CONTROL....................................................................................................... 130
8.1. PROJECT PHASES ...................................................................................................... 130
8.2. DOCUMENT CONTROL............................................................................................... 131
8.3. COST CONTROL......................................................................................................... 131
8.4. SCHEDULING............................................................................................................. 131
9. RESOURCE MANAGEMENT ............................................................................................ 134
10. Cost estimation............................................................................................................ 137
10.1. EQUIPMENT COST.................................................................................................. 137
10.2. HUMAN RESOURCES COSTS / LABOR COSTS ......................................................... 138
10.3. COSTS OF WORK PACKAGES .................................................................................. 140
11. FINANCIAL ANALYSIS................................................................................................ 145
11.1. CASH FLOWS ......................................................................................................... 145
11.2. PAYMENT SCENARIOS ........................................................................................... 146
11.3. RESULTS ............................................................................................................... 147
11.4. PROJECT BALANCE ............................................................................................... 152
11.5. NET PRESENT VALUE............................................................................................ 157
12. PROJECT CLOSEOUT .................................................................................................. 158
13. CONCLUSION .............................................................................................................. 159
14. APPENDIX ................................................................................................................... 160
14.1. BIDDING................................................................................................................ 160
14.2. Gantt chart............................................................................................................ 178

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1. EXECUTIVE SUMMARY
The objective of our project is to organize the next Coca- Cola’s congress by providing them
the best quality of service. Our project team is hired by the customer due to our image and
effective work. Our past customers are giving us excellent feedback and recommendations.
This is another reason The Coca- Cola Company to hire exactly us. The project is completely
financed by the client.
Our work is mainly consisted of marketing researches, meetings to plan, organize and
relations between the stakeholders. The project is divided to three phases- planning and
organizing, execution and post- congress phase. It is important to be noticed that not all of the
structures in the team are actively taking parts in each stage due to their nature.
Much attention is given to make the project time effectively and efficiently. As a reason for
this we can indicate the type of the project, the time for developing and executing the project,
the scope statement and the importance of The Coca- Cola Company as a client.
Consequently, to estimate the optimal time for developing the project we used specific
software- MS Project. With the help of the program we built the Gantt chart, estimated the
resource usage, work load, cost of the project and approximated some important deadlines.

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2. PROJECT GENERAL DESCRIPTION
Project Name Coca-Cola Annual Congress
Project ID CCAC-128
Sponsoring Company The Coca-Cola Company
Organized by International Congress Organization (ICO)
Table 1- general information for the project
The Coca-Cola Company is a multinational company founded in Atlanta 127 years ago,
dedicated to the business of beverages. It is the world’s largest beverage company with the
most famous soda: Coca-Cola. Now it operates in more than 200 countries and produces
nearly 450 brands.
The company and bottling partners are dedicated to their 2020 Vision: a roadmap for doubling
system revenues during this decade, focused on five key areas—profit, people, portfolio,
partners, planet and productivity.
CCAC Project aims to organize the biggest annual congress organize by Coca-Cola
International Company to gather all the company (CEOs, Financial Mangers, Operations
Managers and R&D Managers) from all of the 200 country where the company operate. The
congress should welcome around 1000 attendee from different continents , the congress will
take place in Egypt`s beautiful city Sharm Elshikh and it will be held in SOHO Square
compound to allocate the 1000 attendee for the 10 days. Four and five stars hotels inside the
compound will be accommodating the participants during the congress, for 10 days starting
on September 1st
2014 till September 9th
.
The main objective from the congress is:
- Set the company strategy for 2015
- Celebrate the Company operational achievements in the 2014
The Coca-Cola Annual Congress has been a landmark coming together of the company’s
leaders, diverse nationalities, businesses, ideas, causes and organizations for 127 years now. It
brings together the best of thought leaders from across the world to impact a microcosm of the
company future leaders. In its 128th edition The 128th Coca-Cola Annual Congress will be
the largest international strategic summit ever held in Egypt. A celebration of 127 years of the
company starting, the conference will focus on the change agent role that the high potential
participants can play in their cities, countries, and most importantly - in the world.

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3. PROJECT OVERVIEW
3.1. SCOPE OF WORK
As being chosen to organize Coca- Cola’s next conference on global level our main aim is to
provide to the company suitable environment for doing business, combined with a pleasant
experience. Our responsibilities are spread from providing the best place for the occasion to
measuring the gap between the customer’s requirements and the realization of the planned
activity, if such a gap exists. The project is envisioned as finished when we have a feedback
for the event’s organization and happening, when we realize whether the client is satisfied by
our service. In our responsibilities is included:
- Build up an online system to facilitate the delegates registration and communication
- Provide the participants with the needed documents, Service to obtain their visa
- Organizing the transport issues from the airports and train stations to the hotels and
event’s hall and the same for the way back after the end of the conference
- Choosing the best venue for the event considering cost, resources and capacity of the
place, customer’s requirements;
- Finding appropriate accommodation for the guests of the conference
- Providing a company for catering service;
- Provide all the materials needed to the conference sessions and activities
- Schedule and organize the Pre-study tours and Post-study tours
- Prepare a sign off report to be presented to Coca-Cola Company to use for the
conference next edition
Some of the activities are outsourced to third parties. We are responsible for the organization
of the transport but it is not our responsibility to do the transport- professional companies are
responsible for this. If some of the needed resources are missing on the place for the occasion,
we have to find these assets but professional logistics companies are liable about the
transportation of the items, Coca- cola is responsible for giving us a detailed plan for the main
issues of the conference, sessions schedule and the required resources needed for the activities
that will be done on the conference

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3.2. PROJECT OBJECTIVES
The project consists in the organization of the annual international Coca Cola Company’s
meeting. The main objectives are:
- Gather together the representatives of every country where Coca Cola is present
- Discuss and integrate the mission and vision in each country to ensure all
processes and activities towards the same goals
- Evaluate the strategy and annual reports of 2013
- Discuss the future of the company and define changes and new goals in short,
medium and long term
- Coach Coca Cola Company’s managers in leadership skills, team work,
organizational culture, strategy and innovation
- Provide the best service in terms of accommodation, transportation and congress
organization
- Plan and organize all the activities during the complete period of the congress
including touristic and night events
3.3. BUSINESS COMMERCIAL NEED
The need of a Coca-Cola congress is to bring company’s leaders from the branches all over
the world in regards to set the strategy for 2015, discuss business ideas and causes. Also:
- Expand the company products
- Company brand and market competitors
- New opportunities and threats to be explored for the coming year
- State and celebrate the company achievements for the past year to spread this toward
each national board of the company
To celebrate 127 years , from the company’s beginning .the conference will make connection
between the employees as a team building program and help them to enjoy being part of the
global family of Coca-Cola

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3.4. KEY ASSUMPTIONS
Toward The Coca-Cola Company
- The conference is confirmed and any cancelation will obey to the legal part from the
contract;
- The conference will be on September 1st
without any delay ;
- The Euro exchange rate is 9.7 Egyptian Pound.
Toward Conference Participants:
- The entire 1000 attendee will presen;t
- The Last registration date for the conference will be 3 weeks before the conference
starting time.
Toward External Suppliers and external aspects:
- The Country state is in normal case;
- All the suppliers are located in Egypt;
- All the deals with suppliers will happen without any interference from Coca-Cola
Company however they can suggest preferable suppliers.
Assumptions regarding legal issues
- It is assumed that all permissions, licenses and contracts will be issued and signed
within the planned times, according to past experiences and regulations. The project
teams’ lawyer is responsible to ensure the above.
Assumptions regarding the Project Team:
- The Project Team will act as a consultant and executor of the Coca-Cola
representatives as the investor, after the approval and signing of the project contract.
We will construct the project documentation and overview and control the execution
of the entire project until the successful end of the conference. After the end of the
conference, the Project is considered to be finished.
3.5. REQUIREMENTS AND DELIVERABLES
The organization of CCAC includes some requirements and activities from different areas
involved in the development of the project. For each one there is a manager responsible for
the development of specific activities that result in the accomplishment of the objectives listed
before and previously agreed with the client.
The main deliverables expected by the client are:

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In order to achieve each objective, the main activities are identified according to the area
involved. There are 5 functional areas involved during the whole development of the project;
from the design until the closing date of the event. Each are has the corresponding manager
who is in charge of the accomplishment of each goal and the respective deliverables.
Deliverables Complete program for the 10 day annual reunion. Includes
conferences each day, night events and touristic activities
Contract with the different hotels where the guests are going to be
accommodated
Contract with transport companies in charge of the transportation of
the guests during the whole event
Contract with the municipality and/or owners of the different
locations where the event is taking place
Contract with the suppliers of the material and equipment needed to
make the event
Management plan for invited lecturers and workshops
Human resource management plan
Design and implementation of the web site
Design and implementation of the communication plan
Logistics plan
Financial analysis and control plan
Risk management plan

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Communication
Invite and serve the media
for the congress and its
events
Manage all the dimensions
(print, paper, virtual etc.) of
the media and partnering
with them
Invite and coordinate the
guests and lecturers
Service
Communicate with
delegates
Manage and support the
attendants’ immigration
process
Work with the Ministry of
Foreign Affairs
Control the pre and post
conference study tours
Develop the reception
systems and work in close
synergy with the logistics
department
Provide a help desk during
the congress to assist
delegates
Ensure that all systems are
in place for delegates’ needs
during the congress
Ensure that each delegate
goes back with an
unforgettable experience
Information Systems
Web site development and
support
Develop, track and maintain
the overall database of
social media subscribers and
followers of the website
Manage and support
networking and
infrastructure
Logistics
Secure a partnership with an airline
company
Responsible for securing partnerships
with all of the printing houses and
stationeries
Coordinate the overall transportation of
all stakeholders
Handle all the affairs between the
congress and all respective ministries
Partnership management with the travel
agencies
Plan all activities before, during and after
the congress
Plan and allocate all the resources
needed for the development of the
congress
Manage the communication with the
transport providers
Coordinate all logistical support for the
activities before and during the congress
Coordinate the removal and transfer of
all logistics from the Congress and
special event venues once activities are
over
Management risk support
Coordinate the allocation of break-out
rooms and session materials
Coordinate the acquisition, transfer and
storage of all the session material,
special events and conference logistics in
liaison with other teams
Provide insurance to the attendants
during their stay in Egypt
Finance
Budget management
Finance team management
Coordination with other portfolios in CC
Cash flow management
Post conference damage fee
management
Tracking fee payments for CCAC
Smart card system management
Registration process at the venue:
countries payments checking
Pre and Post Study Tour payments
tracking
Merchandise sales and pricing
management
In-kind and revenue generation progress
reporting and tracking

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3.6. CONSTRAINTS AND SPECIFIC REGULATIONS
CONSTRAINTS:
The constraints of the project are defined by the customer and the regulations body. By
customer’s constraints we have the limitation of the budget, the duration of the conference the
number of people attending and the time to execute the project. Regulations body constraints
are concerned with choosing and appropriate place in terms of capacity of people, level of
noise, health and safety regulations. The project should be finished until the end of August
and the time horizon for doing the conference and receiving the feedback is 1 month.
Budget: according to the number of people attending, the location, the accommodation
requirements, duration of the event and dates, there is a limited budget that has to be estimated and
agreed with the client. Any additional service required that is not specified within the project’s
scope is reflected in a possible increment of costs and in a significant difference compared to the
budget estimated and available for the project. Because of this, there are strict restrictions in
budgetary changes.
Duration and dates: the congress will last 10 days according to the clients specifications.is the
time required for the company to achieve their own objectives for the event. Due to
accommodation, transportation and availability of the attendants, changes are not allowed.
Limited time for project design: for having the acceptance by the client, the project planning and
design phases have to be follow specific deadlines set by the client. The event is taking place from
September 1st
to September 9th
of 2014, according to this, the detailed project description and plan
must be completed at least 15 days before the guests’ arrival.
Location and safety: the chosen location must satisfy the requirements according to the number of
attendants, comfort, safety and convenience. Safety regulations must be taken into account within
all the activities that are going to take place during the whole event.
Technological resources: the technological resources are limited by the availability of the
resources in the chosen location and the possibility to manage a different type of technological
instruments to handle the different conferences and workshops.
Third parties service level: according to the client’s requirements, a previous contract will be
agreed with the third parties services providers (hotels, transport, workshops, lecturers) in relation
of the service level. However, the quality of the service depends on the suppliers and it is not
ICO’s responsibility.
SPECIFIC REGULATIONS:
Since accommodation, Transportation and catering is our responsibilities, it is mandatory for
it to choose a company that is aligned with the quality regulations set by Coca-Cola Company
and mentioned in the contract.

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3.7 Acceptance criteria
The project is envisioned as finished when there is a feedback for the event’s organization and
happening, when, as service providers, we realize whether the client is satisfied by the service
delivered.
In particular, there are some specific criteria by which the project will be evaluated according to
the type of event:
- Delivery time: the event has fixed dates that cannot be postponed for any reason. These have
been communicated in advance and the deadlines are strict and mandatory. Because of the
attendance of people from all around the world, neither the dates nor the place can be
susceptible to changes.
- Proper documentation and permits: proper documentation has to be delivered regarding the
main plan for each functional area involved in the project. Besides, the documents certifying
the respective permits required for conducting the event are needed as an assurance that the
event can be organized without legal issues.
- Safety warranties: the safety and security plans are required in order to assure the safety of the
attendants in all the activities involved in the event.
- Quality of lectures and workshops: the lectures and workshops must be at the same level of
the attendants; top managers from all around the world.
- Proper organization and schedule of daily activities: the activities of each day have to be
planned according to the event's magnitude and importance. Time, location and attendants'
availability and interests have to be taken into account when scheduling each day.
- High quality level in transportation and accommodation services: although transportation and
accommodation services are provided by external companies, a previous level of agreement
should be established in order to assure the client that the conditions in both services are met.
In particular, regarding the accommodation, 5 stars hotels are requested and punctuality and
comfort in transportation means are required.

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4. STAKEHOLDERS ANALYSIS
The CCAC stakeholders list is specified in the Project Charter. Because of the type of project,
there are many people and entities interested in the project development and success. A
stakeholder’s analysis is required to understand the needs and importance of each one in order
to help in the decision making process according to their impact in the project.
In the following table is the detailed description of each stakeholder involved taking into
account their roles and benefits and impact of the project success.
Stakeholders Description Impact/Importance Benefits
The Coca-Cola
Company
Company that
requires the services
of ICO to organize
their international
annual congress.
ICO’s direct client.
- High importance and
impact;
- Main aim- satisfying
The Coca- Cola
Company’s
requirements.
The success of the
project is their main
interest. If the
project is completed
on time and all
requirements are
fulfilled, the
company’s annual
congress will be a
success.
Attendants
The attendants are
the Coca-Cola’s top
managers from the
200 countries where
it is present.
- High importance;
- Important for the
congress success is the
attendants’
satisfaction.
Gather together to
discuss the
company’s strategy
and gain knowledge
in entrepreneur
skills. Know Egypt
and visit its main
touristic places.
Hotels
Hotels are providing
us attendant’s
accommodation and
conference halls.
- High importance;
- The hotel importance
is related to the
attendants’
satisfaction. Although
it is not directly related
to the congress, it is a
support activity; it is
very important and
complex.
Accommodation,
for 1000 people for
one of the biggest
companies of the
world, is a big
contract which
involves a lot of
money for the
chosen hotels.
Besides, it gives
recognition to the
hotels for future
events.
Transportation Transportation - High importance. The The companies

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companies companies are in
charge of bringing
the congress guests
from and to the
airport, to and from
the congress
location and to and
from other
additional activities.
attendance to the
congress depends on
the easiness to reach
the venue, pre and post
events.
- It is not an activity
directly related to the
congress but supports
the organization of the
event.
chosen for the
required
transportation
services are benefit
from the big
contract and
prestige given by
transporting 1000
people.
Touristic
agencies
Touristic agencies
chosen to do the
tours and touristic
activities before and
after the congress.
- Low importance;
- Although the
entertainment activities
are important for the
event, the success of
the congress doesn’t
depend on them. This
activities are not
related to the congress.
Doing this kind of
event in Egypt, will
benefit all the
touristic places due
to the magnitude of
the event. Besides
the amount of
people who is
visiting the country,
the importance of
the event will give
recognition to the
touristic companies
involved.
Lecturers
People invited to the
congress to do
lectures, seminars
and workshops
related to
entrepreneurs’ skills.
- Medium importance;
- The quality of the
lectures and
workshops depend on
the lecturers chosen.
Although it is not
main goal of the
congress, it is one of
the objectives and an
advantage of the event.
Besides the
payment for the
attendance to the
congress, lecturers
gain recognition
from participating
in an important and
huge event. The
complete coverage
and press releases
will improve the
image of the
lecturers
worldwide.
Catering
companies
The catering
companies are those
that will provide the
catering service
during the whole
event.
- Medium importance;
- The catering services
are important to ensure
guest’s comfort. It is
congress organization
and has a medium
impact on the overall
The catering
companies are
benefit from the big
contract of
servicing 1000
people and from the
recognition given
by the importance
of the event.

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project because
although the attendants
comfort is important, it
doesn’t have a direct
impact in the congress’
activities.
Material and
equipment
suppliers
The materials
include paper,
pencils, folders,
badges, equipment
etc. The material
suppliers are those
which provides all
the material needed
along the event.
Equipment is related
to the additional
equipment not found
in the locations as
video beams,
computers, and
microphones.
- Medium impact;
- The absence of this
material will affect the
ease and attention of
the attendants but will
not delay the project or
affect the congress
development. The
additional equipment
is necessary for the
congress development
but this will not stop
the project. It is
possible that some
locations don’t have
the complete
equipment required for
the event but are
exceptions.
The chosen
company or
companies benefit
from the contract
and recognition
given by the event.
Egyptian
Government
Institutions
The Egyptian
institutions are those
related to all the
permits regarding
the attendants’
immigration process
and location
permits. Also, it
includes tourism
ministries and other
institutions related
to the touristic
activities.
- High importance;
- If all the permits are
not given for both, the
attendants and
locations, the congress
cannot take place.
This event is very
important for
Egypt. It will
benefit the country
by giving
international
recognition and
probably
persuading other
companies to take
the country into
account for their
future events.
Press
The press is the
media invited to
cover the whole
event. It is in charge
of the reports, news
and articles
regarding the project
- Low importance.;
- It is also used to
enhance ICO image
writing about the
success of the event.
Although it is
The benefits are due
to the contract
signed with Coca-
Cola but a delay in
the project doesn’t
affect the
stakeholder’s

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development. important for the event
to gain the attention
worldwide, the
congress doesn’t
depend on this type of
activities.
functions.
Table 2- stakeholders
It is important to notice that the stakeholders are divided according to the relation within the
project. Some are affected directly by the project and the project can be highly impacted
because of changes in the negotiations or requirements of the stakeholders. Others are
important for the event but involves support activities that although are not directly related
with the congress, are of great importance in the organization of the whole event.

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5. PROJECT TEAM ORGANIZATION
5.1. ORGANIZATIONAL CHART
The organizational structure of ICO is flat. There are seven managers in team responsible for
the congress. They act as line units for the team.
Figure 1. Organizational structure of ICO
5.2. CROSSING OBS AND WBS
The first step of crossing between OBS and WBS is compiling them into one matrix, in which
it will be easy to see the relations between the Work Packages and the project team members.
Since the picture of responsibilities in this phase, is not possible to be expressed on the first
level of details, we should move on the next level and present the activities consisted in the
work packages, which are almost unified for all of them. This is done in order to present a
better overview of the situation and easier control on the responsibilities.
Some examples of just how the matrix should be read and understood are presented.
For instance, let’s take the work package “Travel Agencies”. Here we have four persons
included, the Project Manager, Delegate Service Manager, Logistics Manager and Special
Events Manager. The Logistics Manager is the Responsible one, he is signing the contract
with a Support given by the Special Events Manager in terms of working on the preparation
and evaluation of the contract. At the end, the Delegate Service Manager and the Project
Manager should be informed of the outcome from this action. The following abbreviations
stand for the corresponding position in the Organizational Structure:
- PM – Project Manager
Project Manager
Delegate
servicing
HR Logistics Communication IT Special Events Finance

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- DS – Delegate Services Manager
- HR – Human Resources Manager
- LG – Logistics Manager
- C – Communication Manager
- IT – Information Technology Manager
- SE – Special Events Manager
- F – Finance Manager
The second step is determining the roles of the project team members within the different
Work Packages. The roles of the members can be:
- Responsible (R): the actor is responsible for the work package;
- Supportive (S): the actor supplies further resources to the Responsible;
- Informed (I): the actor has to be informed on the progress of the work package.

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Table 3- Crossing WBS and OBS
PM DS HR LG COM IT SE F
Immigrations R R S S
Ministry of Foreign Affairs R R S
Study Tours R S S
Reception I R I
Assistance R S
Delegate needs R S
Delegate expirience R I S
Promotion I R
Tracking I R
Training R
Allocation and supporting I R S
Planning R R
Printing house I R S
Transport R I R I I
External Affairs R R S
Travel Agencies I I R S
Plan Resources I I R
External R S R I
Infrastructure I S R
Analising data R
Writing report I R
CBCA R
Ordering equipment S S R I
Receaving equipment I S R
Control check R R
Decorating R
Event check R I R
Event control R I I R
Writing report I R
NCRA of budgets I R
Ongoing review R
Allocation of resources I S R
Cash management I R
Tracking payments I S R
Accouting R
Creation of Cash flow stat. R
Creation of Profit & lost acc. R
Control of project R
Congress launch R R R R
Evaluation R R R R R R
Project Management
WBS OBS
Communication
Structure
Airline
Internal
Web site
Collecting data
Preparation of budgets

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6. WORK BREAKDOWN STRUCTURE
The WBS below represents the organizational structure of the project. For each function has
been associated a person in charge (see OBS cross WBS) and employees under their control.
The aim of the Work Breakdown Structure is to divide the scope of work into manageable
work packages which can be estimated, planned and assigned to a responsible. All the
elements in the WBS are referred to the Project Scope. During the validation process we made
sure that after completing each WP and its corresponding activities, the deliverable will be
complete. In this way we were able to conclude that the WBS is clear and in total conformity
with the Project scope.

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Figure 2- Work Breakdown Structures
Project Manager
Delegate
servicing
Communication
Immigration
Ministry of FA
Study Tours
Reception
Assistance
Del. needs
Expirience
HR
Structure
Promotion
Tracking
Training
Allocation and
supporting
Logistics
Air line
Planning log
act.
Printing house
Transport
External Affairs
Travel Agencies
Plan resources
Communication
Internal
External
IT
Web site
Infrastrucure
Special Events
Collecting data
Analising Data
Writing report
CBCA
Ordering
equipment
Receaving
equipment
Control check
Decorating
Event check
Event control
Writting report
Finance
Preparation of
budgets
NCRA of
budgets
Ongoing review
Allocation of
resources
Cash
management
Tracking
payments
Checking
payments
Accounting
Creation of CFS
Creation of PLA

21
CCVP Logistics
Travel Agencies &
Transportation
Companies TL
5 TS
Sessions &
Inventory
Management TL
5 TS
Courier,
Merchandise and
Logistical Materials
TL
4 TS
6.1. LOGISTIC WORK PACKAGE
Vice President Logistics:
Logistics Control Structure:
Logistics team are going to pass by two team structures as following:
- Phase 1: Starting from the 1st
of April till 30th
of August 2014
- Phase 2: 1st
of September till 11th
of September 2014 (on site structure)
Figure 3- Phase 1 in logistics
Phase 1

22
Travel Agencies & Transportation Companies team Responsibilities
Logistics Management Milestones :
Sessions and Inventory Management team Responsibilities
Key Responsibilities:
Coordinate with AI Project Managers and other CC functions regarding the following:
- CI Pre- meeting Requirements
- Coordinating CI team arrivals
- Supporting DS team on site (Rooming, Check in Process, est.)
- Supporting SE team in the special events execution.
- On site communication with CI for (session requirements, Sessions dry run,
Partnership launch dry run ,etc)
- Plenary managements during the conference day by day
- Coordination with DS coffee breaks requirements and timing
- Coordinate the allocation of break-out rooms and session materials.
- Coordinate the acquisition, transfer and storage of all the session material, party
peripheries, special events and conference logistics in liaison with other teams.
- Support the execution of The Coca- Cola Company Congress.
- Approaching travel agencies in Cairo & Sharm El Sheikh Collecting offers for
Study tours and Transportation rates.
- Approaching transportation companies in Cairo & Sharm El Sheikh collecting
offers for transportation required for ( ICO Airport pickups & Drop off, IC special
events, Global Partners Pickups & Drop off, est..)
- Handling ICO CC team transportation from Cairo to Sharm.
- Coordinate the removal and transfer of all logistics from the Congress and special
event venues once activities are over.
- Ensuring shipping all the logistical Materials from Cairo to Sharm
- Handling CI team pickups and drop off
- Managing Special Guests and National Partners pickups & Drop off
- Managing Pre-Post Study tours transportation through the collaboration with DS
team
- Coordinate the preparation of site visits to all congress and special event venues
prior to the start of the Congress.

23
Courier, Logistical materials and Merchandise team Responsibilities
Phase 2
CCVP Logistics
Travel Agencies
& Transportation
Companies TL
7 Teamleader
Sessions &
Inventory
Management TL
87 Teamleader
- Communicating with Special events team for their events requirements.
- Communication with DS team for the ICO requirements & Merchandise
- Secure the shipping for the Global partners giveaways through approaching the
courier companies (DHL, Fedex, aramex, Egyptian customs)
- Collecting rates for merchandise from different suppliers
- Communication with session management team regarding CI logistical
requirements during ICO & ICO pre-meeting
- Managing onsite visits for CC employees before the conference
- Managing Cairo & Sharm El Sheikh airport pickups
1st
of September till 11th
of September 2014 (on site structure)
Figure 4- phase 2 in logistics

24
LOG
Air line
Mark.Res
Meet.ai
Meet.Com
air.Meet
Planning
Log.act.
CC Met
CI,Mate
Sign.Of
Prep.Log
Printing
House
Mark.Re
Filter
Meet Deal
Transp.
Mark.Re
Filt Contract
Dry run
Ext.Affa
Comm.
Trav.Ag
Contact. Trip.Plan
Plan.Res
Allocation
Dry.Run
Logistics WBS
The main concern for this function will focus about all the logistics needs during the pre-
arrival , arrival and post conference periods and the main job descriptions.
Logistics WBS
Figure 5- Logistics Work Breakdown Structure
WBS DESCRIPTION
Deliverable 1: Securing a partnership with an airline company
Inputs 1000
attendants
Countries 200 Countries

25
As we can see in the table above there should be secured a partnership with an airline
company for 1000 attendants from 200 countries.
Objectives
 Provide all the participants with facilities to come to Sharm El- shikh through Airlines
Partners
 Provide all the participants arrived to Cairo with Charter flights to sharm el shikh
 Provide charter flights back to Cairo after the congress for those who can’t travel back
directly from Sharm El Shikh
Synergies
 Finance Department to facilitate the airlines contracts
 CCP and communication department to facilitate the relation with the ministry of
internal affairs and ministry of tourism
Operational Activities
 Market research for all international airline companies
o Work to sort out all the airline companies who have an international platform in
most of the world to facilitate the participants travelling to Egypt
o Collect companies addresses and contacts
Resources Time Synergies
 People
 Internet Access
 Past conferences data
2 days
 Physical meetings with the desired airline companies to reach an agreement
o Get attractive offers for the participants
o Facilitate the participants travelling process
o Set a final contract deal to set all the agreement with the financial proposal
3 People 7 days Finance Function to work on
the proper deal according to
our budget
 Meeting with the ministry of transportation
o Ensure the security situation for the congress participants once they arrived to
Egypt
o Facilitate participants check-in documents once they arrived to Cairo , Sharm
airport
1 Person 3 days CCP to give an overview of
the congress objective and to
be the main congress figure
during the meeting

26
 Meeting with Cairo airport and Sharm El-Shikh Airport administration office
o The main objective of this step is to know all the Airport areas ( Arrivals,
Departures, Check in)
o Imagine the on-site distribution and the communication points
2 People 1 Day
Deliverable 2: Securing partnership with all of the printing houses and stationeries
Objectives
 Raise more than one partners in order to provide all the materials needed during the
period of the conference with the quantity and quality required
 Obtain the lowest material prices
 Market research to sort the needed companies according to their scale of work
o This will happen through intensive online searching and GCPs from previous
customers and connections
1 Person 1 Day
 Spot Meeting to close up the deals and sign the contract with the needed materials
It is focused on getting the best deal with each company and compare with the company’s
data base with similar conferences, to obtain the lowest price with the quality needed.
 Materials Delivery
o Receiving of the materials from the supplier
o Transportation of the materials to the congress venues
o Setting up the needed materials in each venue
8 People 5 Days Transportation team
2 People 5 days Finance function to close up the
deals in the prober budget
limitation

27
Deliverable 3: Co-ordinate the overall transportation of all stakeholders including the
airport pickups process
Objectives
 Approach travel agencies in Cairo and Sharm El Sheikh collecting offers for study
tours and transportation rates
 Approach transportation companies in Cairo and Sharm El Sheikh collecting offers for
transportation requirements ( IC Airport pickups and Drop off, IC special events and
drop off, global partners pickups and drop off)
 Handle IC CC team transportation from Cairo to Sharm
 Coordinate the removal and transfer of all logistics from the Congress and special
event venues once activities are over
 Ensure shipping all the logistical materials from Cairo to Sharm
 Manage special guests and national partners pickups and drop off
Operational activities
 Market research to sort the needed companies according to their scale of work in Cairo
and Sharm
o We should focus in transportation companies who operates in Cairo and Sharm
with big scale to cover all conference needed transportation
o Filter the companies to sort their contacts
1 Person 2 days
 Companies Meeting to close up the deals for the transportation of the congress
It is focused in getting the best deal from each company and compare that with the
company’s data base with similar conferences to obtain the lowest price with the quality
needed.
2 People 5 Days With finance function to close
up the deals in the prober
budget limitations
 Communication with the airports administration offices
To facilitate the buses entrance, parking and exit from and to the airport
 Dry run the transportation process and provide a video facilitating the process from
both Cairo and Sharm airport
o Ensure the smooth operation of the whole process from the CC team
o Provide an online material to help all the participants to reach the buses easily
2 People 1 day With Communication function
to provide the needed video

28
 Transportation information
o Cairo
 Pick-ups from the airport: 24- 25- 26 of August. 2 buses for 22 people in
each/ 24h
 Cairo Pre-Study Tour: Bus for 50 people on 27 & 28 of August. If we need
more than 1 bus we’ll inform 48h before.
 Cairo-Sharm El Sheikh bus: 5 buses for 50 people on 27th
of August
o Sharm El Sheikh
 Pick-ups from the airport: 24- 25- 26 2 buses for 22 people for 24h, 20-21-
22 of August 2 buses for 14 people for 24h
 Transportation on 11th
of September: 10 Buses for 50 people in each from
Savoi to Jolie Ville (2 trips in the morning 8-10am and 2 trips in the evening
8-10 pm, as we need to transfer 1000 Ds)
 Additional information for Travel Agencies Tours
If it is a travel agency, some of the possible tourist destinations are (Post study
tours):
o Cairo: pyramids, museum, felouka and Black and White desert
o Sinai: Dhab, St.Catherine mountain and Island Ras Shatan (minimum 100
people)
Deliverable 4: Handling all the affairs between the congress and all respective ministries
(Ministry of tourism and Ministry of interior)
Objectives
 Build up a strong relation with the minsters to facilitate the process during the
conference
 Ensure the safety situation of the participants once they arrived
 Ensure the synergy with the ministry of tourism to facilitate the participants
movements to touristic places
 Reserve appointments to both Ministries ( Interior and tourism )
Use the organization past data and connections to reach the minster office
 CC meeting with ministry representative
- Prepare the congress proposal including all expected activities during the conference
- CCP and CCVP communication to present the conference to both ministries
2 People 3 Days With CCP and CCVP
communication to handle the
minister meetings

29
Deliverable 5: Partnership management with the travel agencies (Delivery/Servicing,
Partnership Enhancement and Communication)
Objectives
 Managing Pre-Post Study tours transportation through the collaboration with DS team
 Coordinate the preparation of site visits to all congress and special event venues prior
to the start of the Congress
 Market research to sort the needed companies according to their scale of work in Cairo
and Sharm
This will happen through intensive online searching and GCPs from previous customers
and connections
1 Person 1 Day
 Spot Meeting to close up the deals and sign the contract
- Define the post and pre study tours with the expected timeline
- Ensure the co-operation with the ministry of interior for safety issues
- Set a deadline to provide all the details about the tours in Cairo and Sharm
- Managing the Special events needed
- Close up the deal with the budget agreed
1 Person 3 Day - With CCVP SE to
present all the needed
tours and events
- With the CCVP of
finance to define the cost
needed for each tour
 Define Communication Channels with the selected agencies
o Set clear communication channels before and during the tours
o Define the tours schedules and CC co-operation needed
Deliverable 6: Planning all logistical activities before, during and after the Congress
Objectives
 Have a clear planning tool for all logistics activities before, during and after the
conference
 Estimate the activities timeline
 Submit the logistics plan to CI to check that it matches their needs

30
 Synergy with all the CC functions to sort out their needs
o In this step the team will be divided to get all the logistics needs from each
functions and the accompanied timeline for each need
o All the team will be working according to the mentioned structure phases
7 People 3 Days With all the CC functions
 Preparing the Logistics work package
o Prepare the congress logistics work package to include all the congress logistics
needs
o Compare the CC package with what CI asks for
1 Person 7 Days
 Sign off report to help in the organization data
o Prepare the sign off report directly after the conference by the CCVP
o Include all the GCPs and KPIs done
1 Person 7 Days All CC functions
Deliverable 7: Planning and allocation of all resources needed for the delivery of the
Congress
Objectives
- Materials estimation for all the different functions
- Materials management during the congress
- Execution of the activities needed during the congress
 Materials estimation and drop off
This will happen after the communication with all the CC functions to start understand
their needs and to set the initial estimation for the resources they need
The estimation of the resources will be conducted considering a factor of error based on
the risk management of each function
3 People 7 Days All CC functions
o Materials connection with Coca-Cola needs
o Online tool creation for all the materials needed

31
WORK PACKAGE CONTROL
The work package control is done according to the dates set for each milestone:
- Planning Logistics activities from 01/09/2014 till 15/09/2014
- Reach agreement with 2 transportation Companies by end of July 2014
- Reach agreement with Travel agency by 15/08/2014
- Conduct more than 5 meetings with all CC functions
- Reach an agreements with 2 airline companies work internationally by the end of July
2014
WP RISK ANALYSIS
- Lack of Communication with Coca-Cola company
This risk could make a delay in the entire logistics process which will affect the
conference cycle and will delay other CC functions which have strong synergies with the
logistic activities.
o Consequences
 Delay in Project time
 Drop some of the required materials
- Exceeding the set budget for transportation and external agencies
This will cause to over load the logistics team to work with less resources especially for
the transportation and might affect the scope of the project.
o Consequences
 Affect the project scope
 Over load the resources and
- Lack in communication with government ministries
This will cause a delay in all the safety issues and also in the agreements on site.
- Lack of resources in the On-site time
The lack of resources during the conference will cause some delay for session delivery
and this might affect the conference scope.
o Consequences
 Affect the project timeline
 Overload the conference team during the conference
 Affecting the performance of other functions

32
CCVP Delegate
servicing
Legal Issues TL
3 ATL
Coordination &
Communication
TL
4 ATL
Travel &
Accommodation
TL
5 ATL
- Mixing between functions Job description during the conference
The mixing between functions job description will cause overlapping in some of the
deliverables and will cause problems in the internal communications.
o Consequences
 Overload parts of the CC team because of the JD shifting
 Affect the conference timeline
 Affect the communication flow during the conference
6.2. DELEGATE SERVICE WORK PACKAGE
Vice President Delegate servicing:
Delegate servicing control structure:
Delegate servicing team, are going to pass by two team structures:
- Phase one: Starting from the 1st
of April until 1st
of August- Planning phase
- Phase two: Starting from the 1st
of September until 11th
of September 2014- Period of
Congress
Figure 6- first phase in delegate service
Phase 1

33
Legal Issues Team Responsibilities:
Coordination and Communication Team Responsibilities:
- Working with insurance companies in order to manage the individual traveling
insurance.
- Coordinating with VP of logistics to ensure the safety in transport of all delegates
- Working closely with the Ministry of Foreign Affairs to efficiently collect all delegate
information and issue non-immigrant travel visas
o Maintain close contact with the Ministry of Foreign Affair for any legal
matters that may arise with delegates coming from different regions around the
globe
- Ensuring the legal activities during the period of staying in the country.
- Ensuring effective communication throughout all planning processes and during the
execution of the actual congress. This requires maintaining strong communication
between all Team Leaders as well as between the VP of Logistics and other functional
units as necessary.
- Coordinating the retrieval of information from all delegates to the Ministry of Foreign
affairs
- Continuing communication with all delegates and with the Ministry of Foreign Affairs
to ensure proper visa issuance prior to arrival
- Close communication with the delegates in order to avoid any misunderstandings

34
CCVP Delegate
Servicing
Travel &
Accommodation
TL
10 ATL
Coordination &
Communication
TL
45 ATL
Travel and Accommodation Team Responsibilities:
- Excursions, coordinating with all participants to see who wants to go on which
excursions:
o Collecting all documents and information for travel on each excursion
o Working closely with the VP of Logistics to coordinate the transportation of all
delegates going on each excursion
- Making sure that all delegates have the proper contact information in the hotel to reach
all congress coordinators, hotel staff or other necessary person
o So guests can find all information or everything
- Cooperating with the Logistics team in regards to participant traveling :
o Collection of legal information
o Issuance of visa
Figure 7- phase 2 in delegate service
Phase 2

35
Delegate Servicing WBS
The main concern for this function will focus about all the delegate servicing needs during
the pre-arrival and arrival conference periods.
WBS Description
Figure 8- work break down structure delegate service
Dserv.
Communication
Info.
E-mail
Immigration
Mark.Re
Filter
Apply
Ministry of FA
Mark.Rs
Appointment
Meeting
Study Tours
Pre
Preparation
Post
Reception
Commun
Assistance
Rec.Desk
Del. Needs
Meet
Contracts
Expirience
Excursions
Events

36
ID Work packages: Importance:
1. Communication with delegates High
2. Immigration related support Medium
3. Ministry of Foreign Affairs High
4. Study Tours Medium
5. Reception System Medium
6. Assistance to delegates High
7. Delegates needs Medium
8. Experiences after the conference Medium
Table 4- work packages in first deliverable level- delegate servicing
These work packages include all of the needed tasks in order to be fulfilled the first delivery.
The processes include choosing the appropriate equipment, transportation, etc. and
communicating everything decided with the managers of the relevant department. All of the
events include the same type of work packages.
Communication and coordination between different teams is another important instrument,
because all of the people are specialists in different spheres and a single person is not enough
to provide the best analysis for a definite research or plan. Another concern is the number of
people in every team. Some activities have higher level of work load, so more specialists
should be responsible that everything could be developed and provided on time.
Deliverable 1:
- Communication with delegates
Objectives:
- Have a clear communication tool for all activities before, during and after the
conference
- Estimate the activities timeline
- Making a schedule: Conference Dates, Flight, Hotel etc.
Inputs : 1000 attendee
Countries: 200 Countries
Operational activities:
- Information retrieval:

37
o Communicating with delegates effectively and continuously before the actual
congress is of utmost importance for ensuring safe and complication free
arrival
o To maintain this effective communication a member from the Communication
and Coordination Team will be chosen to draft and email all participants up to
their actual arrival in Egypt
 Email Timeline
Figure 9- Delegate Service
- E-mail them about: passports (9months before), dates of arrival (2 weeks before),
conference schedule (2 weeks), flight schedule (1 month before), hotel information (1
month).
Resources Needed Time Needed Synergy with
- 1 Person
- Internet Access
2 days Time table
TLs
Delegates

38
Deliverable 2:
- Overall responsible for all immigration related support for delegates
Objectives:
Our company is going to assist all delegates for the visas applications, through collecting
delegate information and completing the on-line application form for non-immigrant visas.
- Collecting information:
 On-line research for the requirements needed to meet, in order to obtain the
participants visas
 All the information needed for applying for visa
 Applying on-line and give all of the information needed to the Immigrations.
- Applying for visas:
 Applying on-line and give all of the information needed to the Immigrations.
- 2 People
- Internet Access
9 months
(beginning of information
collection)
Ministry of Foreign Affairs
VP of Logistics
Deliverable 3:
- Working closely with the Ministry of Foreign Affairs
Objectives:
In order to obtain all the visas, working closely with the Ministry of Foreign Affairs is
mandatory.
- Reserve appointments with the Ministry of FA.
- Use the organization past data and connections to reach the minster office
- Meeting with ministry representative:
o To issue the electronic visas for all one thousand participants.
o In order to ensure the ultimate level of security against counterfeiting, through
all of the entrances to The Republic.
o The main objective of this meeting is to ensure all of the participants will
receive visas, one month prior to arrival.

39
2 People 3 days -------------
Deliverable 4:
- Pre and Post Conference Study Tours
Objectives:
Before and after the conference, all the delegates will be offered to participate in study tours.
- Pre conference study tours
o Guided tour throughout Cairo by bus 1 day (optional)
Includes: lunch in local restaurant, English speaking guide, A/C bus.
o Evenings will be free, so we recommend that delegates participate in the pre-
conference study tour. This will give opportunities to explore nearest cities,
and find attractions that they may wish to visit after the end of the conference.
o The guided tour will be included in the cost to participate in the congress,
however, delegates may choose not to take advantage of this offer. Additional
tours and activities will be made available to participates at their discretion
based on cost
- Post conference study tours.
- A time schedule will be given so every one of the delegates can choose in
which tour to participate.
- 10 Persons
- Internet Access
- Logistics schedule
10 days VP Logistics
Deliverable 5:
- Develop reception systems and work in close synergy with the VP logistics
Objectives:
- Communicate with the VP of Logistics about time of arrival

40
- Ensuring quick, efficient, and safe transportation for all delegates
- Set up a reception desk at the hotels for check-in of all delegates
- Communication:
- Ensuring that a team of delegate services will communicate with the logistics team
members
- In regards of close synergy with the delegates, setting up a reception desk in the
hotels.
- 6 People
- Internet Access
- Logistics schedule
10 days VP Logistics
Deliverable 6:
- Maintain delegate help desk during the congress, provide assistance to
delegates, being aware of all relevant information
Objective:
Assist in a professional and welcoming manner to receive the delegates upon their arrival to
communicate with them. Coordinate the weekly activities.
- Provide obvious needs for check-in as listed previously
- Provide material on the activities to occur throughout the stay and during congress
o Answering questions throughout the conference week regarding timing,
locations, directions, sessions, or any additional material
- Provide material on attractions and prices available throughout the week
o This would include different tours in the area, top attractions, restaurants,
etc.
o The attendants at the reception desk will also be charged with familiarizing
themselves with the city to provide needs to shopping or quick purchases
during the trip
- This will require coordination with a local contact who can quickly
train or volunteer time to help direct delegates as needed
- Set up a reception desk:
- This will require the training of 3 team members so that they are sufficiently
prepared to answer any and all questions regarding congress activities, attractions,
and other general needs

41
o Two of these team members will be stationed at the different hotels as
delegates arrive and are provided with information
o The third delegate will act as a mediator and will float between the two
stations and direct guests personally when needed to different locations
3 People 10 Days All main activities
TLs
VP logistics (contacts with
the ministry of
transportation)
Deliverable 7:
- Ensure all systems are in place for delegates’ needs during the congress- health,
personal, safety etc.
Objectives:
- To ensure emergency team from hospital, in case of emergency
- Send information to all participants to inform them of the option to purchase
emergency insurance
o This would include health insurance that covers the period over which they
are traveling and visiting Egypt
- Make sure that all systems are in place and all documentation is collected should a
participant need to utilize the local hospital for a medical emergency
- Have selected team members organize and file all participants medical information
after it is retrieved
o This will allow for it to be safely separated and easily accessible should an
emergency arise
o As a safety precaution this information should always be collected in the
case that an allergic reaction or basic injury were to occur
 This system helps ensure the safety of the guests while also
preparing the team members for whatever problems may arise
- For the personal safety, every hotel has its own security that can assist in case of need.
The conference center and everywhere else the local police will assist in case of
emergency.
o Local police will be informed of the congress as well as hotel staff, should an
emergency arise the police and hotel staff will be the first informed to carry out
corrective action immediately.

42
- Meeting with the closest health center.
 Organizing a meeting with health centers and hospitals
 Meet with a representative
- Contracts:
- Signing contracts with companies in regards of health and personal safety of
all the delegates
4 People 10 Days Hospitals
Health centers
Participants
- These team members will answer to all personal needs. Delegates will be receiving
assistance from a person of the company or employees from hotels, companies that we
work with etc.
o This way help can be reached in any case that may occur
Deliverable 8:
- Ensuring that each delegate goes back with an unforgettable experience
Objectives:
- Lunch will be catered by local restaurants, so that participants can experience
authentic Egyptian cuisine.
- Excursions and activities before and after the conference will ensure that everyone
has the opportunity to gather once in a lifetime experiences.
- Excursions:
- Working in close synergy with Logistics team
- Special events:
- Working in close synergy with SE team
10 People 10 Days Logistics TL, SP TL

43
6.3. SPECIAL EVENTS WORK PACKAGE
Vice President Special Events:
SPECIAL EVENTS CONTROL STRUCTURE:
One very important figure for the success of the project is Vice President Special Events. He/
she are responsible for organizing the special events (pre/ post study tours) and acts as a link
between the other vice presidents who have something in charge of organizing an event. In
general there are two stages in which the Vice President Special Events takes part:
1. Organizing special events- from 05.05.2014 to 04.06.2014;
2. Monitoring events- from 27.08.2014 to 17.09.2014 (on site activity);
Organizing special events- from 05.05.2014 to 04.06.2014
Figure 10- team structure and responsibility for the first stage of Special Events
CCVP Special
Events
Analysing and
accounting team
8 TL
Courier, Craftsmen
and quality control
team
8 TL
Special Events
Team
10 TL
Phase 1

44
Analysing and Accounting Team Responsibilities:
Courier, Craftsmen and Quality Team Responsibilities:
Special Events management milestones:
Key responsibility of the team is to support the vice president special events by creating
benchmark analysis for the places of the special events, suppliers of needed equipment and
allocating the costs for them.
Responsibilities of analysing team:
- Gathering and organizing the needed information for different places, equipment and
etc;
- Creating the benchmarking analysis;
- Communicating the analysis to the finance team and Vice President Special Events;
Responsibilities of accounting team:
- Creating the budget;
- Cost allocation;
- Communicating all of the analysis to the Vice president Special Analysis.
Key responsibility of the courier, craftsmen and quality control are to support the organizing
and decorating of the places for the special events. In case some kind of technique is needed,
the quality control is supposed to check it and take the needed actions if there is a
malfunction.
Responsibilities of courier:
- Communicate with the Vice President Special Events for the delivery of needed
equipment or other needed devices;
- Deliver the needed facilities in time on the place;
- After the end of the event to deliver back all of the facilities;
Responsibilities of craftsmen:
- Install all of the needed devices and facilities on time. After the end of the event to DE
install them.
- In case something breaks down- the craftsmen team should repair it immediately.

45
Special Events Team Responsibilities:
- Responsibilities of quality control team:
- Quality control team has to check if all of the devices work properly and to assure
both parts- our organization and merchandisers that all of the facilities are in order.
Key responsibilities of the Special Events Team are to make the whole organization of the pre
and post study tours. They collaborate with all of the other teams to achieve the aim. From the
very beginning of the whole organization to the end, everything connected with the special
events is passing through the team. They are responsible for everything.
Responsibilities of special events team:
- Think about the possibilities for pre and post tours;
- Get the approval of the project manager and the main customer for the desired special
events;
- Find travel agencies, suppliers, places and different activities to be defined as special
events;
- Communicate all of the information to the Vice President Special events and all other
Vice Presidents and teams;
- Make the whole plan and organization of the special events;
- Delegate the duties connected to the special events to the other teams
Monitoring events- from 27.08.2014 to 17.09.2014 (on site activity)
Phase 2

46
Special Events Team Responsibilities:
Figure 11- team structure and responsibility for the second stage of Special Events
Special events team milestones in the second stage:
Responsibilities of special events team:
- Monitor the development of every event;
- In case something goes wrong, take some actions in order the event gets back to the
planned one;
- Communicate everything with the Vice President Special events and all of the other
teams and vice presidents;
- In the end of the even to create a report for the event and to communicate it to the
project manager.
Responsibilities of accounting team:
- Control the delegation of the on-site money for the event;
- Communicate the momentous allocation of money to the Vice President Special
Events;
- In case of mismatch in the planned allocation and real one, to take preventive actions.
- Communicate the mismatch to the Vice President Special Events and Vice president
Finance.
CCVP
SPECIAL
EVENTS
Special
Events team
50 team
members
Accounting
team
10 team
members
Delivery
team
10 team
members
Craftsmen
team
50 team
members

47
Responsibilities of delivery team:
- Communicate with the Vice President Special events the transportation of the guests
to the different places;
- Organizing the returning of the devices and facilities after the end of the event;
Responsibilities of craftsmen team:
- After the end of the event to de install of the devices;
- In case a facility or a device breaks down, craftsmen team should fix it;
- To communicate to the Vice President Special Events and his/ her team all done
repairs;
SPECIAL EVENTS WORK BREAKDOWN STUCTURE:
The main concern of the special events management is to focus on realizing all of the planned
events and to assure that everything is well organized during the course of all of the
happenings.

48
Figure 12- Work Breakdown Structure Special Events
The work packages that we identify in this level are shown in the table below:

49
ID Work packages: Importance:
1. Gathering data for places and suppliers High
2. Analyzing data Medium
3. Writing a report Medium
4. Checking budget and cost allocation High
5. Ordering equipment Medium
6. Receiving equipment High
7. Control check of the equipment Medium
8. Decorating Medium
9. Checking the passing of the event High
10. Controlling the event High
11. Writing a report Low
Table 5- work packages in this deliverable level- special events
These work packages include all of the needed tasks in order to be fulfilled the first delivery.
The processes include choosing the appropriate equipment, transportation, etc. and
communicating everything decided with the managers of the relevant department. All of the
events include the same type of work packages.
Communication and coordination between different teams is another important instrument,
because all of the people are specialists in different spheres and a single person is not enough
to provide the best analysis for a definite research or plan. Another concern is the number of
people in every team. Some activities has higher level of work load and there should be put as
responsible more specialists so that everything could be developed and provided on time.
WBS DESCRIPTION:
DELIVERABLE 1- GATHERING DATA FOR PLACES AND SUPPLIERS:
OBJECTIVES:
The processes of planning starts with having a general idea about the event. There are two
types of pre and post tours that are organized- workshops on different topics and diverse of
activities and travels. According to aim of the special event is chosen appropriate place,
needed devices and materials. For the workshops are chosen topics, appropriate places these
presentations to be done and in case there are not relevant devices on the place, such are
decided. For the travels and activities are checked the opportunities, that are provided from
the travel agencies and what is the possibility a different one to be planned and organized.
This work package is with high importance because from it depend the next work packages
and the whole special event. It is essential the pre and post study tours to be properly
organized because they appear as an introduction and close to the main event- the conference.

50
In the order the work of the responsible person to be easier, a research is done among the top-
level participants. Considering their opinion and the aim of the congregation, are chosen the
most appropriate places and activities to be done. Also, the choice of the suitable devices,
facilities and decoration is made. Furthermore, for some of the trips it is better to be used the
service if some travel agencies. Thus, the opportunities that they are provided should be taken
into account. A marketing research that is showing the advantages and disadvantages of every
opportunity should be provided.
SYNERGIES NEEDED:
Since every person is a specialist in defined sphere, a synergy with marketing team and
logistics team is needed so that the optimal solution can be chosen.
OPERATIONAL ACTIVITIES:
The different activities are delegated to the defined teams. Topics for the workshops are
chosen. Having in mind the different job occupations and interests of the guests, are chosen
the possibilities for a conference room. Another online research for the different activities and
travels are done. Representatives of the teams are sent to visit the places, meet with the
owners of the possibilities and receive all of the needed answers for analyzing the received
data and make a benchmark.
- Workshops planning:
Different topics like anger management, time management, conflict management and
etc. are chosen for presentations. Famous researches in these fields are invited to be
the speakers on the presentations.
Resource needed: Time needed: Synergy with:
1 person from special events
team
2 hours ------
- Online research:
Meanwhile another employee is doing an online research for the possible different
activities and trips that could be suggested as special event. Also, the opportunities
provided by different travel agencies are checked. Suitable conference rooms for the
workshops are checked.
team
1 hour ------
- Meetings on places:
Chosen team is sent to the places and agencies to see the real situation.

51
team;
1 person from analyzing
team;
22 hours Logistics team
- Interviews with representatives of the places and agencies:
The sent team is making interviews with representatives and gathering all of the
needed information. All questions that appear are solved.
team;
team;
External and internal
customer approval
- Choosing activities, places, agencies:
After the previous step, the most appropriate options are chosen.
team
1 hour ------
DELIVERABLE 2- ANALYZING DATA:
OBJECTIVES:
When data is only gathered but not organized it doesn’t mean anything to a single person. The
analysis of the data aims to show in a summarized way the advantages and disadvantages of
all options. By this step it is easier to be chosen an optimal solution.
SYNERGIES NEEDED:
The team that can do the analysis of the data is the analysing team. To be done better decision
for the suppliers of all needed and places for the events, a benchmarking tool is used. The
decision is concluded not only on price category but also on functionality and possibilities of
devices. This analysis has significant impact on the used budget. The last step in this work
package is writing a report, for the gathered and chosen data, which will be used as a
communication tool between the different vice presidents so that the work can be proceeded.

52
All of the collected data is gathered at one place and separated to categories like: activities,
places, suppliers and etc. Analysing and special events teams are collaborating in order to
analyze the info and make benchmark analysis. The two teams are mixed to smaller groups
and every team work in special category.
- Team creation:
In order to be finished faster and more efficiently the activities, first the team should
be divided to smaller groups. Groups are created by mixing employees from different
teams.
2 people from special events
team
1 hour ------
- Separation of information:
Both data from interviews and online research is gathered and sorted into different
classes so that it can be analyzed easier.
2 people from analyzing
team;
team;
1 hour ------
- Analysis of data:
Data is analysed so that all advantages and disadvantages of every possibility can be
easily seen. A benchmark analysis tool is used.
8 people from analyzing
team;
6 people of special events
team;
14 hours ------

53
DELIVERABLE 3- WRITING A REPORT:
OBJECTIVES:
The aim of the report is to provide the analyzed data in the easiest way to be understood for a
single team. By the organized data in that way every group can extract easier and faster the
needed info.
SYNERGISE NEEDED:
The creation of the report for the chosen places and suppliers is done by the special events
team. When the report is ready, it should be communicated to the finance team. Collaboration
with other teams is not needed in this deliverable.
The writing of the report is the operational activity here. The analyzed data is put in a special
layout and written. The report is sent to the finance team.
- Creation of data summary:
After the analysis of the data, a summary, in a chosen layout, is done. Data summary
contains only the best opportunities, their advantages and disadvantages.
team
2 hours ------
- Creation of report:
The layout of the summary is changed into an official report which can be
communicated after that to the top levels.
team
6 hours ------
DELIVERABLE 4- CHECKING BUDGET AND COST ALLOCATION:
OBJECTIVES:
One important thing is the check of the presence of enough money and cost allocation so that
the event can happen how it is planned and there are not missing resources. This check is
done by the finance team. In case it comes out that the resources are not enough, everything is
communicated to the Vice President Special Events in order he/ she to take some measures for
the successfully made event.

54
SYNERGIES NEEDED:
The check is done by the accounting team. They are the main responsible to realize if there is
something that does not fit the plan. No collaboration with other teams is needed.
All of the costs are compared and calculated if they fit to the budget. The difference between
the budgeted and actual resources needed is defined. In case the actual resources are more,
then the report is sent to the Vice President Special Events so that he takes some measures to
change the places and suppliers in order to fit the budget. If the actual resources are less or
they fit the budget, then this option is accepted and communicated to all of the Vice
Presidents.
- Report communication:
The report is communicated to the vice presidents. Few possibilities are chosen for
activities, places and agencies.
1 person from accounting
team
1 hour ------
- Costs check:
All of the shown prices are checked if they fit the budget.
team
2 hours ------
- Allocating costs:
Budgeted resources are allocated to the done choices. The variance is found.
2 people from accounting
team
10 hours ------
- Correction:
Cost allocation, variance analysis and budget are checked once more. In case is
needed, a correction is made.
2 people from accounting
team
3 hours ------

55
DELIVERABLE 5- ORDERING EQUIPMENT:
OBJECTIVES:
After the report is done and costs are allocated according to the budget, the needed devices
and equipment should be ordered. Usually every conference hall provides us the needed
devices but for some of the workshops we need some more specific devices that we rent. All
of the facilities are chosen according to customer’s requirements and the special events. The
order is an important part of the work packages because the events cannot be executed
without the needed devices.
SYNERGIES NEEDED:
This is done in collaboration with logistics team, finance team and special events team.
When the list of the equipment is done, the Vice President Special Events should approve it
and communicate it to the logistics and finance team so that equipment is ordered and
meanwhile the budget is checked again. The logistics team makes and order list and schedule
the order.
- Catalogue check:
The missed equipment needs to be rented. A research is done. Suppliers are chosen.
Then the catalogue of the provider is checked and the needed equipment is selected.
team;
1 person from delivery team;
team;
4 hours Logistics team;
Finance team;
- List creation:
A list from the needed facilities is done and communicated to the top levels. It is
approved and sent back to the team to order it.
1pesron from accounting
team;
6 hours Finance team;
Logistics team;
- Ordering:
The selected list is changed into an official ordering list. A separate order list is
prepared for the different suppliers and it is communicated to them

56
team
6 hours Finance team
DELIVERABLE 6- RECEIVING EQUIPMENT:
OBJECTIVES:
It is not enough the equipment to be ordered. In order to be used, it should be received.
SYNERGIES NEEDED:
The receiving of the equipment is done by the logistics team, special events team, craftsmen
team and Vice President Special Events.
OPERATTIONAL ACTIVITIES:
The number and type of the devices is checked according to the prepared order list by the
logistics team and special events team. Craftsmen are concerned about unloading. The Vice
president Special Events is controlling the whole procedure.
- Delivery:
Trucks are rented. The delivery time is collaborating with the logistics team. All of the
devices are picked up from the suppliers and delivered to the defined places.
2 people from courier team;
2 people from delivery team;
- List check:
On the receiving, all of the devices are checked if they are exact number, model and
type.
team;
5 hours ------
- Storing:
Craftsmen team is unloading the trucks and putting the devices on the exact places to
be stored until the next procedure.

57
20 people from craftsmen
team
5 hours ------
DELIVERABLE 7- CONTROL CHECK OF THE EQUIPMENT:
OBJECTIVES:
Another important part in the work package is the control check of the devices. If there is any
malfunction, this will be a setback for the successful happening. The importance of the
deliverable is set to medium because it very important everything to be in order but in case of
malfunction there is time to be done a change.
SYNERGIES NEEDED:
The control check is done by a team of specialists- quality control team. The control check is
done under the supervision of a person of special events team and its aim is to assure both, our
organization and our customer that everything is under control.
After the control check is done, a report is presented to the Vice President Special Events. In
the report is written if there is or there are not any problems with the equipment after the
transportation.
- Control check:
All of the equipment has to be checked if during the transportation has been broken or
something else happened.
20 people from quality
control team;
team
6 hours ------
- Report creation:
A documented is needed to assure all parts that there are not any malfunctions. After it
is been created, it is communicated to top levels and all responsible parts.
team
2 hours ------

58
DELIVERABLE 8- DECORATING:
OBJECTIVES:
It is organizing the entire places and devices, preparing for the event.
SYNERGIES NEEDED:
It is done by the Craftsmen team under the supervision of some people of the special events
team.
All of the equipment is put on place and organized in the desired way so that everything is
prepared and expecting the moment of its usage.
- Devices organizing:
All of the devices are put to their position.
team;
team
14 hours ------
- Installation:
The equipment also needs to be installed so that it can work.
team;
team
10 hours ------
DELIVERABLE 9- CHECKING THE PASSING OF THE EVENT:
OBJECTIVES:
Our main aim is the successful happening. In order to be sure that this is done, we have to do
some regular checks during the event if everything is in order. The importance of this work
package is set to medium because when the previous two work packages are done well, in this
one the activities are less and easier to be improved (in case there is a need). The main
purpose of this stage is to improve the experience of all of the participants as also the
organization of the event.

59
SYNERGIES NEEDED:
The check of the event is a main obligation to the team special events. In case they realize that
something is going wrong, they communicate to the Vice President Special Events. No other
synergies are needed in this phase.
Team members from special events team are divided to smaller groups and these crews are
assigned to the different events. They are on the site in the moment of the event and checking
if everything is going as it was planned.
- Group division:
The teams are divided to groups. Some of them will monitor the pre tours while other
the post tours.
team
4 hours ------
- Pre- tours checking:
The event is checked and monitored if any problems appear and some actions need to
be taken.
team
15 hours All teams
- Post tours checking:
The event is checked and monitored if any problems appear and some actions need to
be taken.
team
15 hours All teams
DELIVERABLE 10- CONTROLLING THE EVENT:
OBJECTIVES:
This activity is needed only if in the previous one is realized that something is not in order.
The aim of the controlling is to put back the event in the planned order in case something goes
wrong or a change is needed to be done so that all of the participants can the experience.

60
SYNERGIES NEEDED:
Responsible for this work package are the special events team and Vice President Special
Events. Usually, no other synergies are needed. However, from time to time a needed change
could be done and then the collaboration of other teams is needed depending on the situation.
At most, a synergy with logistics team can be established in specific case.
The responsible people are on the place. In case they realize that the venue is not as it was
planned, they communicate to the Vice President Special Events so that he/ she decide
preventive measures, delegate some activities and the happening goes back to the way as it
was planned.
- Problem communication:
The appeared problem is communicated so that measures can be taken.
team
7 hours --------
- Preventive actions:
The preventive actions are decided and applied.
team
7 hours ---------
DELIVERABLE 11- WRITING A REPORT:
OBJECTIVES:
The feedback is based on the already finished event. This work package is very important for
the project manager. It is a report which shows how the event went, what should be improved,
what the customer liked and what not, if there are any complaints. The importance of the
work package for the client is consisting in paying a fair price for what he/ she received. By
this feedback the customer can have a discount if he/she is not satisfied by our service. . This,
as also having in mind the main concerned form the work package, are the reasons why the
importance of the work package is set to low.
SYNERGISE NEEDED:
This work package is main responsibility to the Special Events team. Then they communicate
it to the Vice President Special Events and Project Manager. No other synergies are needed.

61
All of the members gather the information, analyze it and create a report. This report is
communicated to the Vice President Special Events. He/ she checks it and then communicate
it to the Project manager.
- Data collection:
All of the feedback and the data for the events is collected.
team
10 hours Main customer;
Guests
- Report creation:
The collected data is organized into a report.
team
12 hours ------
- Report communication:
The report is communicated to all of the top levels.
team
2 hours ----
6.4. IT WORK PACKAGE
INFORMATION TECHNOLOGY SYSTEMS WBS
The department of information technology is responsible of the management of the systems
and telecommunication devices to integrate and support the whole development of the project
through the right utilization of technology.
The Information Technology Manager is responsible to plan and control the activities of the
information technology team and assure that the IT objectives are aligned with the strategic
objectives of the project.

62
CCVP ITS
Web development
TL
2 TS
Database
management TL
1 TS
Infrastructure TL
1 TS
OBS CROSS WBS
The project development is planned taking into account two different situations. Some of the
activities must be completed before the congress start date and others as update, maintenance
and support should be held during the event. This is taking into account when scheduling each
of the activities identified in the following WBS.
The IT department is organized as showed in the following figure. Each team has their own
goals and responsibilities and should report to the ITS Vice-president about all the activities’
progress and possible bottlenecks.
FIgure 13- IT OBS
ITS MANAGEMENT MILESTONES
Web development team responsibilities
The Web development Team is in charge of all the activities involved in the application
development and support including pre and post event tasks. The pre activities are those
related to the implementation of the website. During the event, the team must give support
and constantly update the information presented in the website. The main responsibilities of
the web development team are:
- Plan, design, implement, test and maintain the website

63
- Have direct communication with the client and the other functional areas to
understand the requirements of the system
- Update the information of the website according to the development of the congress
- Maintain constant communication with the other functional areas during the complete
event
DBM team
The DBM team is in charge of the complete database management activities including the
design of the database and the administration of the information. In particular, the main
activities of the team are:
- Acquire, configure and design the database establishing the relation model necessary
to easily access to the information
- Maintain update, precise and coherent information
Infrastructure Team
The infrastructure team will give complete support to all the activities that involved the use of
specialized equipment before and during the congress. Infrastructure refers to computers,
video beams, Wi-Fi, intranet and every type of telecommunication device that will be used
along the whole project. The main responsibilities are:
- Identify and get all the equipment necessary for all the activities including the project
planning and management
- Manage the inventory of the complete equipment
- Work with the local IT departments to integrate both functions while the event is
taking place
- Maintain constant communication with all the functional areas and give support and
maintenance to all the equipment
WBS
In general, two main requirements are identified during the project development and
implementation. Is important to notice that the functions of the IT department are very
important while organizing the event and supporting it when during the time it will take place.
In the following figure is the model of the disaggregation of the IT deliverables that result in
the generation of the WBS.
IT
WebSite
Developmen
t & support
Inception
Elaboratio
n
Constructio
n
Transition
Maintenanc
e
DBM
Acquisition
&
Configuratio
n
Design DBM
Infrastructure
Management
& Support
Equipment Integration
Network &
Connectio
n
Figure 14- IT WBS

64
Design and implementation of the web site
Due to its huge magnitude, an useful tool for managing and follow the event is a specialized
web site where both, guests and organizers, can find the complete information in relation to
all the activities that are taking place during the congress.
Besides, it can be a support tool to manage and control the progress of the event taking
advantage about the possibility to gather together the complete information regarding the
whole event organization.
Among the main functionalities of the web site are:
- Attendants registration
- Congress follow-up
- Information and news update
- Minutes publication
- Management and report
The web site consists of two basic components: the interface and database.
In general, they don’t have complex functionalities making the development of the web site a
task divided into three main activities. On one side is the design and implementation of the
web site including the back end functionalities and on the other side the implementation and
management of the database and the integration between both.
The application development is based on the RUP methodology and divides the
implementation into different phases and iterations in order to deliver each functionality at
different moments according to their priorities. Each phase should be supported with the
proper documentation.
On the other hand, the database management is focused on the storage of the complete
information about the attendants and the activities each one will do. It is also a tool to
generate specific reports for project management.
• Deliverable 1: Web site development and support
Objectives
- Create a direct interface with the guests of the congress giving access to the
complete information about the event and its activities
- Manage the communication among the different business areas
- Support project management activities
 Inception
Estimation of the complete development in terms of time and costs. Analysis of the
business requirements using use case models and UML tools in order to get a general
understanding of the customer need.
Frequent meetings with the client are required in order to be able to characterize what
the web site should do and look like.

65
1 engineer 3 days Direct relation with the
client and finance team
 Elaboration
Preliminary plan for the project development taking into account the number of
iterations (if required) and the delivery time for each one according to the importance.
Identification of the main risks and mitigation plan for each one and technical
decision-making about the implementation of the web site.
2 engineers 5 days Direct relation with the
client and logistics area to
analyze their requirements
 Construction
Web site development according to each functionality identified during the previous
phases. Because of the low complexity of the system, it can be developed in one
iteration. As a result is the first release of the web site to the client with all its
functionalities.
The construction includes the design and development of the interface.
2 engineers 7 days Relation with the
Communication area to
decide about the content
 Transition
After previous unitary tests, this phase is the transition of the application from
development environment to production. The client can have direct contact with the
application and final improvements included within the scope of the project can be
made.
1 engineer 3 days Relation with the client,
logistics and
communication areas to test
and verified the system

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