Project Charter

M. K. J. Jayasri UWIC/MBA/MT/05/16

4/3/2012

Introduction
Studio 3000DF was inaugurated by Mr. Dinuka Fonseka in the year of 1999. As an Organization Studio 3000DF engages in wedding video and photography and has become the leading company in the wedding trade for several years. The main reason for their flawless success is their unmatched service and quality. They are the ones who introduced the Story book wedding albums to the country which has now become the newest trend in the wedding trade. After their triumph in the wedding industry they stepped in to a new trade which is also relate to the wedding trade. 3000 cars which was launched by the management has a total range of luxury vehicles especially offered to the wedding transportations. This new idea boosted the revenue of the organization rapidly and also strengthened the name of 3000 in customers hearts. There new introduction to the trade is the wedding and event planning business which was started as 3000 Wedding and event planners. This new dimension totally took over all the burden of the clients when it comes to organize a wedding or a celebration. Studio 3000DF has different offices in different places throughout the country mainly in the western province but was lacking a head office where the customers can get all their wedding needs fulfilled under one roof. This can also help to minimize costs and preserve time as well and give far more satisfaction to the client. So, by thinking about the above positive advantages the management thought to step in to their next big move.

Project Charter
Project Title: The project Management Studio project Project Start Date: March 1, 2012 Project Finish Date: Aug 6.2012 Budget Information: The firm has allocated Project Manager: Janaka Mawella 0714443000, [email protected] Project Objectives: To develop a new head office for studio3000, using modern technology and equipments with 3 different businesses in one house to fulfill the customers expectations. From then onwards the company name Studio3000DF will be changed in to 3000 (pvt) ltd and under this the business functions of , studio 3000, 3000 cars and 3000 events and wedding planning will be operated. Approach: 1. Review internal and external templates and examples of project management documents. 2. Develop an understanding about the main features of the newly planned head office and its functions and operations. 3. Survey and understand the best location to establish the building in the selected city of Bambalapitiya. 4. Occupy a four stored building for rent in the city of Bambalapitiya (Colombo) to establish the new head office. Roles and Responsibilities: Name Dinuka Fonseka Janaka Mawella Tuan Mubarak Tissa Divakara Dhananjaya Dharmaratne

Role Sponsor Project Manager Team Member Team Member Team Member

Position Studio 3000, CEO Studio 3000, Manager Studio 3000, Asst Manager Studio 3000, Consultant Studio 3000, Consultant

Summary of Project Deliverables Project Management related deliverables: Charter, Scope Statement, Work Breakdown Structure, schedule, status reports, final project report and any other documents required to manage the project. Product related deliverables: 1. Survey: Survey about the required geographical characteristics to establish the head office. This survey will focus about the easy accessibility to the premises and the location of the building since it is highly important to have the head office within the busiest places in the city. 2. Promotion: Promotion plan for the new head office will take place mainly through establishing bill boards, cut outs and banners in the city limits and in front of the premises. 3. Meeting minutes: weekly and monthly meetings will take place during the project to have a clear idea whether everything is flowing fluently. These meetings will be taking place between the project team members and the managers and minutes of each meeting will then be issued. 4. Project benefit measurement plan: A project benefit plan will measure the financial value 2 of the newly established head office.

Project Scope Statement Project Title: The project Management Studio project Project Start Date: March 1, 2012 Project Finish Date: Aug 6, 2012 Budget Information: The firm has allocated Project Manager: Janaka Mawella 0714443000, [email protected] Project Justification: Dinuka Fonseka, CEO of Studio 3000DF, requested this project to assist the company in meeting its strategic goals. The new head office which is planned to be established at the heart of Colombo will be a novel experience for the customers since all their needs in wedding celebrations and events can be fulfilled under a one roof with quick and better service. This will also help the organization to reduce costs and save valuable time of clients and eventually increase the turnover with more attraction towards the customers. The budget for this project is Rs.92, 91,000.00. The expected return and benefits are Rs. 60, 000, 00.00 each year. Project Characteristics and Requirements: 1. The new Head Office will help the clients to fulfill all their needs when it comes to wedding and event celebrations under one roof with a quicker and better service. 2. The building acquired for this purpose will be a four store building with state of the art technology accompanied with modern machineries to meet up the expected outputs of the customers. 3. Each floor will be separated to specific operations and functions of Studio 3000, 3000 Cars and 3000 wedding planners. The ground floor is allocated for parking purposes. 4. The building should be positioned beside the main road (Galle road) enabling easy access to the premises. 5. A big billboard should be put up in front of the building which needs to be visible to all the people travelling towards the Gall road. 6. Cut outs and banners should be established at all main entrances to the Bambalapitiya city. 7. The new head office should be properly linked among the three main business functions to intensify their service.

Activity number 1. 1.1. 1.1.1. 1.1.1.1.

1.1.1.2.

Work Breakdown Structure Description Setting up the Head Office for 3000(pvt)ltd Phase 01 Legal contracts Feasibility report Signing the agreements with Arti Construction to design the four store building - agreed within 90 days, at price of Rs 20,00,000/-. Setting up project team Will have to set up a project team to coordinate all these needs Selecting Suppliers Will have to find a supplier to buy IT equipments such as Computers, Cameras, Lighting etc Phase 02 Basic Preparation 1st board meeting Identify the building structure and the company requirements and making plans. Discussing with Arti Construction Commencing with wiring according to company requirements Commencing interior designing (Arti Construction) Construction works Construction of elevators

Predecessor -

1.1.1.1

1.1.1.3. 1.2. 1.2.1. 1.2.1.1.

1.1.1.2

1.1.1.1

1.2.1.2. 1.2.1.3. 1.2.2. 1.2.2.1. 1.2.2.2.

1.2.1.1 1.2.1.2 1.2.1.1 1.2.1.3 1.2.2.2 1.2.1.1 1.2.2.2 1.3.1.2 1.3.1.3

Purchasing IT equipments and arranging the office premises 1.2.2.3. Commencing with exterior designing (painting etc) 1.3. Phase 03 1.3.1.1 Printing of literatures, leaflets and business documents for the opening ceremony - 2nd board meeting 1.3.1.2 Special interior modifications for Studio by arranging video and photo editing rooms. 1.3.1.3 Establishing fire alarms. CCTV camera systems and security systems 1.3.1.4 Modifications to the ground floor for car parking 1.4. Phase 04 1.4.1. Completion activities 1.4.1.1. Establishing a Bill Board in front of the office premises. 1.4.1.2. 1.4.1.3. Arranging cut outs and promotional banners at the main spots in the town E mail campaign to the existing customers about the new location of Head Office

1.2.2.3 1.4.1.1 1.4.1.1

Estimated time

3 days 2 days

Description Setting up the Head Office for 3000(pvt)ltd Phase 01 Legal contracts Signing the agreements with Arti Construction to design the four store building - agreed within 60 days, at price of Rs 20,00,000/-. Setting up project team Will have to set up a project team to coordinate all these needs Selecting Suppliers Will have to find a supplier to buy IT equipments such as Computers, Cameras, Lighting etc Phase 02 Basic Preparation
Identify the building structure and the company requirements and making plans. Discussing with Arti Construction

3 days

4 days

7 days

14 days 60 days 90 days 7 days 14 days 14 days 14 days 3 days 3 days

Commencing with wiring according to company requirements Commencing interior designing (Arti Construction) Construction works Construction of elevators Purchasing IT equipments and arranging the office premises Commencing with exterior designing (painting etc) Phase 03 Printing of literatures, leaflets and business documents for the opening ceremony Special interior modifications for Studio by arranging video and photo editing rooms. Establishing fire alarms. CCTV camera systems and security systems Modifications to the ground floor for car parking Phase 04 Completion activities Establishing a Bill Board in front of the office premises. Arranging cut outs and promotional banners at the main spots in the town E mail and Face Book campaign to the existing customers about the new location of Head Office

7 days 7 days 1 day

Estimated Cost in Rs

Description

Setting up the Head Office for 3000(pvt)ltd Phase 01 Legal contracts and team setting 20,00,000.00 Signing the agreements with Arti Construction to design the four store building - agreed within 60 days, at price of Rs 20,00,000/-. Phase 02 Basic Preparation 6,000.00 Identify the building structure and the company requirements and making plans
(measure drawings). Discussing with Arti Construction

8,00,000.00 Commencing with wiring according to company requirements Construction works 37,00,000.00 Construction of elevators 11,50,000.00 Purchasing IT equipments and arranging the office premises 4,00,000.00 Commencing with exterior designing (painting etc) Phase 03 50,000.00 Printing of literatures, leaflets and business documents for the opening ceremony 6,25,000.00 Special interior modifications for Studio by arranging video and photo editing rooms. 3,45,000.00 Establishing fire alarms. CCTV camera systems and security systems 75,000.00 Modifications to the ground floor for car parking Phase 04 Completion activities 30,000.00 Establishing a Bill Board in front of the office premises. 1,00,000.00 Arranging cut outs and promotional banners at the main spots in the town 10,000.00 E mail and Face Book campaign to the existing customers about the new location of Head Office 92,91,000.00 Total cost

Major milestones:

Deliverable

Feasibility report ready Board meeting discussions 2nd Board meeting discussion Head Office implementation

: 02 March 2012 Deliverable: Feasibility report : 11 March 2012 Deliverable: Building Plan : 22 April 2012 Deliverable: Progress Report : 06 Aug 2012 Deliverable: Final Project report

Responsibility Matrix for Deliverables

Project Sponsor Feasibility Report Meeting Discussions Implementation Report R

Project Manager R

Project Team S

R - The person (or role) Responsible for the deliverable.

Responsibility Matrix for Tasks Project Sponsor Project Manager R R Project Team S S

Legal contracts Feasibility report Signing the agreements with Arti Construction to design the four store building Setting up project team Selecting Suppliers Basic Preparation 1st board meeting Identify the building structure and the company requirements and making plans. Commencing with wiring according to company requirements Commencing interior designing (Arti Construction) Construction works Construction of elevators Purchasing IT equipments and arranging the office premises Commencing with exterior designing (painting etc) Printing of literatures, leaflets for the opening ceremony Special interior modifications for Studio by arranging video and photo editing rooms. Establishing fire alarms. CCTV camera systems and security systems Modifications to the ground floor for car parking Establishing a Bill Board in front of the office premises. Arranging cut outs and promotional banners at the main spots in the town E mail and Face Book campaign to the existing customers

S S

S S S S

R R R R

S S S S

S S S S S S S S

S S S R S S S S

R R R S R R R R

S S S

S S S

R R R

R - The person (or role) Responsible for the Task. S - The person (or role) supports the Task. 8