Project managment

Below is a narrative for a travel agency that specializes in booking spring break/reading week
vacations for college/university students. The narrative deals with real time bookings, financial
transactions and confirmations to ensure that students are correctly booked for the resort,
week, room, and groupings as reserved and paid for. Part of the system described is manual
and part is automated. RWM wants to fully automate their system so that once the student(s)
reserve a resort/week/room, the information is automatically saved to a system which RWM
and the resorts can access in real time. Papers, notifications, etc. have been lost or misplaced
in the past and this has caused problems. This narrative deals with real business processes
which require detailed financial information which must be made on an accurate and timely
basis.

The Word document will have the following sections:
1. A title page. The title page will list:
• The assignment name
• The due date
• The student full name and number
• The professor’s name

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2. Project Charter
Prepare a project charter for the narrative as below. What is the narrative about? What
steps need to be taken to create a better, more integrated system. How will you determine
project success? What is the project? How do you plan to create the better system?
Project Title:
Project Start Date:
Projected Finish Date:
Project Manager: Name, phone, e-mail
Project Objectives:
Success Criteria:
Approach:
Roles and Responsibilities (Name and Signature, Role, Position, Contact Information)
Budget Information:
Comments:

3. Project Scope Statement
Develop a scope statement for the project as below. Be specific, accurate and
comprehensive when creating the scope statement. What do you need to do in order to
ensure that the reservation, payment, and booking information is correct? What are the
tasks involved? Who are the stakeholders. What do they need from the system? What do
they have to give to the system? How will you organize the project?
Project Title:
Date:
Prepared by:
Project Justification:
Product Characteristics and Requirements:
1.
2.
3.
4.
Etc.
Product User Acceptance Criteria:
Summary of Project Deliverables:
Project management-related deliverables:
1.
2.
3.
Etc.
Product-related deliverables:
4.
5.
6.
Etc.

4. Work Breakdown Structure Chart
Create a WBS in Word as below. Your WBS needs to show the steps necessary to create
the automated system and manage its processes. It needs to relate to the 5 project
management processes. Your WBS tasks will need to go down to a level 3. Your WBS must
related to your project charter, scope statement, and case study details.
For each task on the WBS, give a description of what that level 3 task is about. For example,
reservation could mean coding it, creating a screen for it, etc.
Your mark will depend on the accuracy and comprehensiveness of the WBS as it relates to
the narrative.
Project Name:
1.0 Main category 1
1.1 Subcategory
1.2 Subcategory
1.2.1 Sub-subcategory
1.2.2 Sub-subcategory
1.3 Subcategory
1.4 Subcategory
2.0 Main category 2
2.1 Subcategory
2.2 Subcategory
2.2.1 Sub-subcategory
2.2.2 Sub-subcategory
2.3 Subcategory
2.4 Subcategory
Etc.

Business Summary
Reading Week Madness Ltd. (RWM) is a travel service that specializes in vacations for
college/university students during reading week/spring break at various Caribbean resorts.
During the fall semester, approximately 30 resorts submit availability information to RWM
indicating specific weeks, rooms, room capacities and rates for each week of the spring break.
Note that spring break weeks differ across colleges and universities. Each resort offers
bookings for various weeks. The rates for the weeks and rooms differ depending on the week
chosen. Usually the resorts make available a variety of rooms with different capacities so
students can book a room as a group. Rooms available are doubles for two, and group rooms
for four. There are no other room capacities. Overbooking of rooms is not allowed.
In December, RWM generates a list of resorts, available weeks, available rooms and room rates
that are distributed to the college campus representatives all over the country. RWM creates
this list based on the email conversations they have with each individual resort. This can be a
lengthy process and often requires multiple iterations to get the availability details right.
Students book their vacation by means of completing an RWM online reservation request. The
reservation notes the week, room type, student details, and other student names in that group
of 2 or 4. By Jan 15, all reservation requests must be paid in full by means of debit or credit
card transactions on the RWM system. Once paid, these payments are sent to the resorts by
means of a banking transaction. The booking details are printed and faxed to the resorts. Once
paid, a confirmation of travel is created by RWM and sent to each student.
When a group of students submits a reservation request for a particular week at a particular
resort, RWM assigns the students to a room, ensuring sufficient capacity and sends each
student a reservation notification. If a student has not paid for the trip by Jan 15, that student
is removed from the room list. A non-payment notice is created by RWM and sent to the
student. Students on the waiting list are asked if they would like to occupy the available spot.
If a student agrees to occupy the spot, that student must be accepted by the remaining
students who are part of that group. Each member of the group is asked if they accept that
student. If all agree, the student is accepted, that new student is added to the group/room and
a new added notice is given to each member of the group. If they do not agree, that student
can ask to join a different group that has fewer than 4 students. So the process repeats itself.
Most of the time, it resolves itself. However, if a 4-person room is finalized to have only 3
students in it, those 3 members must pay a higher rate to compensate for the rate loss of the
missing student.
When the cut-off date for a week arrives, RWM emails each resort a confirmed paper list of
students booked by room for the week in question. If a student does not arrive at the resort,
they forsake all funds paid. No monies are returned at this point.
——————————-
Each college/university campus has a campus representative who interacts with the students at
the college. RWM has a campus manager, Kim Ng, who deals with the campus representatives.
Each resort has a college coordinator who deals with the RWM campus manager and the
students, once they arrive at the resort. The need to streamline and integrate this system is at
the request of the RWM campus manager.
You have been hired as a consultant project manager to assist RWM in this system automation.
How would you go about organizing this project? Who would you talk to? What would you talk
about? What would you request from the stakeholders? Who are the stakeholders? What are
the project characteristics and requirements? How will you determine success of the project?
How are you going to break down the project into tasks? What are the tasks?

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