The Ski Club Sales Brochure Project Management Plan

Innovation Marketing Suite 23 Harbour Point Building 1-12 Santa Barbara Rd Hope Island QLD 4210 Australia

Table of Contents
1. Document Preparation, Release and Distribution ......................................................................... 3 2. Executive Summary ......................................................................................................................... 4 2.1 Project Background ............................................................................................................... 4 3. Scope Management ......................................................................................................................... 5 3.1 Project Objective .................................................................................................................... 5 3.2 Project Summary ................................................................................................................... 5 3.3 Assumptions Exclusions & Constraints.................................................................................. 5 3.4 Organisational Chart, Key Stakeholders & Deliverables ........................................................ 6 3.5 Work Breakdown Structure & Milestones............................................................................... 7 3.6 Summary Budget Reporting & Signoff ................................................................................... 8 4. Time Management ............................................................................................................................ 9 4.1 The Project Gantt Chart ......................................................................................................... 9 4.2 Schedule Variance Analysis ................................................................................................ 10 5. Cost Management .......................................................................................................................... 11 5.1 Project Cost Estimation Worksheet ..................................................................................... 11 5.2 Cost Change Control Sheet ................................................................................................. 12 6. Risk Management .......................................................................................................................... 13 6.1 Project Risk Management Matrix & Legend ......................................................................... 13 6.2 Project Specific Risk Response Plan ................................................................................... 15 7. Human Resource Management ..................................................................................................... 16 7.1 Project Roles and Responsibilities Matrix ............................................................................ 16 7.2 Table of Human Resource Requirements ............................................................................ 17 8. Communications Management ..................................................................................................... 18 8.1 Project Communications Schedule Outline .......................................................................... 18 8.2 Project Communications Plan .............................................................................................. 21 8.3 Project Status Report ........................................................................................................... 22 9. Procurement Management ............................................................................................................ 23 9.1 Procurement Requirements ................................................................................................. 23 9.2 Procurement Planning ......................................................................................................... 24 10. Quality Management .................................................................................................................... 25 10.1 Quality Planning ................................................................................................................. 25 10.2 Quality Checklist ................................................................................................................ 26 11. Project Planning Appendices ..................................................................................................... 27 11.1 Glossary of Terms ............................................................................................................. 27 11.2 WBS Dictionary .................................................................................................................. 28 11.3 Project Stakeholder Analysis ............................................................................................. 29 11.4 Project Signoffs.................................................................................................................. 30 11.5 Project Closeout Report ..................................................................................................... 31 11.6 Project Lessons Learned ................................................................................................... 32 12. Deliverables .................................................................................................................................. 33 12.1 Needs Analysis & Recommendations ................................................................................ 33 12.2 Clarified Sales Development Strategy ............................................................................... 34 12.3 The Printed Ski Club Sales Brochure..35

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1. Document Preparation, Release and Distribution

Preparation
Action Prepared by: Reviewed By: Name Mathew Anderson Susan Gallagher Date 28 Mar 2012

Release
Version
1.0 1.1 1.2 2.0 2.1 2.3 2.4 3.1 4.2 5.1 6.4

Date Released
23 Nov 10 24 Nov 10 29 Nov 10 3 Dec 10 6 Dec 10 7 Dec 10 8 Dec 10 9 Dec 10 17 Dec 10 24 Dec 10 7 Jan 11

Section Affected
All All All All All All All All All All All New Document

Remarks

Documents & Templates Gathered & Assembled Project Scope Statement & Needs Analysis Completed Created Stakeholder Analysis Added Time, Cost & Risk Management Plans Added Clarified Sales Development Strategy Added Hr., Comm, Procurement & Quality Planning Documents Sign Offs On Tabled Project Management Plan Schedule/Cost Variance - Status Report & Signoff Design Brief Signoff Brochure Final Proof & Status Report Closeout Lessons Learned & Formal Acceptance

Distribution List
Name Mathew Anderson Josh Norris Steven Bradbury Brent Dallow Sachi Gavin Karen Remmer Chi Truong Title Project Manager Japan Powder CEO & Project Sponsor Japan Powder Public Relations Japan Powder Shareholder and Subject Expert Japan Powder Employee & Project Officer Graphic Designer - Graphics 1 Design & Print Specialists Production Manager Mojo Printing Japan

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2. Executive Summary
2.1 Project Background
Focus of Appeal The focus of appeal of the Japan Powder Club is the exclusivity, quality and importantly the durability of the service given that it is life-long. The Japan Powder Club member sees themselves as a trailblazer attaining success and social status among a group of likeminded discerning ski enthusiasts. Through the purchase they are rewarding themselves with a lifetime of ski enjoyment. Analysis of Past Sales Strategies The Japan Powder Club The Club owns and runs a hotel based in Hakuba in Nagano Prefecture Japan. The Japan Powder Club sells investment share packages that provide the buyer with membership in the club and hotel usage entitlements. The benefits are similar to Time Share in that they provide for ongoing usage; however they differ in that purchase of membership also provides direct share ownership in the company which owns the Aqua Alpine Hotel and its facilities in Japan. Over the previous two seasons the sales promotion activities focused heavily on the investment and financial side of the opportunity. Emphasis was placed on selling the service based on features and not benefits. The director of the company originates from a banking background and had applied an investment based marketing approach. The result was that the selling process was detailed focused, and sales results were below expectations. Important as the financial structure and features of the service are, and, important as it is for the buyer to know about the quality of accommodation and skiing on offer, the buying experience is an emotional one based on having the customer visualizing themselves experiencing a lifetime of skiing pleasure and saying Ok Why Not!

Member Benefits On joining the club, members receive a certificate of share ownership, regular newsletters and an annual voucher redeemable for accommodation at the Aqua Alpine Hotel. Japan Powder Club operates a tour booking service through its office in Southport Queensland assisting members with making flight bookings and travel arrangements.

The Target Market The target market is skiers in Australia who have experienced skiing in Japan or are at the very least aware of the quality of skiing available in Japan. The attributes of the segment are its upwardly mobile aspirations, desire for a high standard of holiday leisure experiences and high disposable income and financial literacy. The distinctive needs of the target market are a high quality ski holiday experience and convenience in regards to booking and travel arrangements. Beyond this the target market is seeking exclusivity, adventure, social status and bragging rights.

The Ski Club Sales Brochure Originally the decision to produce a brochure was based the expectation that it would assist to better sell the features to the client, however the project to produce an effective sales brochure represents not just an opportunity to produce a sales tool but also to assist to better clarify the focus of appeal and deliver a targeted integrated sales and marketing message.
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3. Scope Management
3.1 Project Objective
Within a six week time period create an eight page corporate brochure for the business at a total budget of $5000. The brochure must be effective and be in line with the business strategic sales and marketing objectives. One thousand copies of the brochure need to be produced and delivered in Japan. An electronic version is also required.

3.3 Assumptions Exclusions & Constraints

Assumptions The project plan has not decomposed the work breakdown structure beyond the specific deliverables of the project. The outlined decomposition level is assumed suitable to the scale of the project and the expertise level of the project team. Unfettered access to all images and materials in the company multimedia library in addition to access to the resources provided by the Japan National Tourism Authority. The project manager has creative control over all content including artwork, images and copy wording during the initial design process for the brochure mock up. The project manager will have access to project stakeholders by arrangement through the project sponsor. Exclusions Sales promotional materials used in addition to the brochure or as an insert for the brochure. Sales and Marketing plans for the business. While work will be done to clarify issues in these areas, a comprehensive sales and marketing plan is outside of project scope. Production of new photographic images including onsite at the club facility in Japan or in the surrounding ski field areas. Display, dispersal or usage of the sales brochure once completed and delivered in Japan. Constraints The budget is limited to $5000 including the cost of brochure planning, design and printing. The project deadline is December 31 for printed brochure delivery in Japan. The project sponsor has full and final authority over all content for the final draft prior to printing. The brochure must be eight pages in full colour at A2 size folded to A4 size, printed on gloss effect paper on 180 gsm stock. Stephen Bradbury has final right of refusal in relation to use of his personal image, name and attributed quotations prior to production.

3.2 Project Summary

The club has established its operations over two seasons and is launching its onsite sales campaign. The brochure is required as a sales tool for a goal of selling 20 memberships and raising A$250 000 during the third season. The marketing profiling identifies the affluent Australian outbound ski travellers as the target market and the positioning strategy of the Japan Powder Club as an exclusive high end, quality and lifestyle leisure service. A large amount of information is provided at the contract stage to meet the legal and ethical requirements for selling such a high priced discretionary purchase, however conversely sales and marketing strategy seeks to simplify the buying decision focusing more on the emotional side of the purchase decision. The Japan Powder Club Brochure aims to give the reader an inspiring and easy to understand introduction to of the Japan Powder Club concept which is about owning your own lifelong share in a boutique ski hotel in the Japan Alps. The focus will be on the core benefits to the client. The brochure will seek to create a response in the reader such as That looks fantastic, I want to holiday there or This is something to consider. At the very least we want the reader to be made aware of the purchase opportunity. The higher aim is to condition the potential buyer to be receptive to the onsite sales qualification process. The Japan Powder Club can best be described as having a functional organizational structure with little or no exposure to the project management framework. The project manager is seeking to apply the project management framework in order to achieve success in a more comprehensive, structured and assured manner than traditional methods. Quality is the driving constraint in the project. The goal being to achieve a high level of sponsor and stakeholder satisfaction while contributing to the knowledge base of the business.

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3.4 Organisational Chart, Key Stakeholders & Deliverables

Project Organizational Chart

Key Project Stakeholders

Project Sponsor & Club CEO Subject Experts Project Manager Sales Staff Graphic Designer Club Members Sales Prospects

Key Project Deliverables

Needs Analysis & Recommendations Clarified Sales Development Strategy Brochure Mock-up Design Brief for graphic artist Brochure E-Version Printed Brochure Delivered in Japan

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3.5 Work Breakdown Structure & Milestones

Summary of Milestones
Project Milestone Scope Statement Approval 1.1.4 Project Plan Approved 1.2.6 Design Brief Approval 1.3.6 Delivery in Japan 1.4.6 Formal Acceptance 1.5.3 Details Outline plan with sufficient scope description for go or no go decision from sponsor Sponsor and stakeholder expectations meet realistic project plan Mock up brochure design presentation gains sponsor approval and is forwarded to the graphic artist Printed and assembled brochure arrives at the Club in Japan Stakeholders are satisfied with the completed brochure and sponsor signs off.

For more detailed information see 4.1 The Project Gantt Chart on page 9.

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3.6 Summary Budget Reporting & Signoff The total budget for the project is $5000 including a contingency amount of $600
Resource Type Project Officer Project Manager Graphic Design Printing/Delivery Contingencies Total Budget Total Cost $600 $2000 $800 $1000 (Yen@.80Y/1$A) $600 $5000 Hours 20 Hrs.@$30 per hour 40 Hrs.@ $50 per hour 8 Hrs.@ $100 per hour n/a n/a

Reporting Frequency and Format & Special Authority Limits

The project manager will report to the project sponsor at each milestone point. The project manager will respond to any questions and record the communication. Signoffs will be handled preferably face to face or via e-mail if required. Major variances are defined as any changes that the project manager considers will have an impact on the project based on his reasonable judgment. Major scope, schedule, cost, quality and other variances will be reported and recorded on the prescribed documents.

Scope Statement Signoffs

The project processes and products discussed herein are agreed to and authorised by: Project Sponsor Signature: Project Manager Signature: Subject Expert Signature: Sales Staff Member Signature:

Josh Norris Mathew Anderson Brent Dallow

Name: Josh Norris Date: 30 Nov 2010 Name: Mathew Anderson Date: 29 Nov 2010 Name: Brent Dallow Date: 30 Nov 2010

Sachi Gavin
Name: Sachi Gavin Date: 30 Nov 2010

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4. Time Management
4.1 The Project Gantt Chart

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4.2 Schedule Variance Analysis

Project Name: The Japan Powder Club Brochure

Prepared by: Mathew Anderson Date: 17 Dec 2010 Reporting Period: 24 Nov 17 Dec 2010 Project Activity Analyzed Stakeholder consultation Brochure resource assembly Stakeholder input assembly Brochure images selection Mock up version assembly Target Start/Finish Dates 25-26 Nov 2010 1-3 Dec 2010 1-3 Dec 2010 10 Dec 2010 15 Dec 2010 Actual Start/Finish Dates 25-27 Nov 2010 1-6 Dec 2010 1-6 Dec 2010 10-11 Dec 2010 15-16 Dec 2010 Amount of Schedule Variance 1 Day 3 Days 3 Days 1 Day 1 Day

Cause of Variance(s): Generally the main cause of schedule variance has been contactability and availability of stakeholders and contributors to the project despite receiving commitment to agreed meetings and agreed deadlines for providing information. Matthew Yarker was unable to provide the requested testimonial for the brochure by the deadline. In the case of sourcing suitable photographic images for the project the project officer was unable to locate a critical directory of the hotel images that had been misplaced. This had a knock on effect on the deadline for producing the brochure mock-up.

Anticipated Impacts: We have made allowance for minor schedule overruns in the project schedule particularly in the early initiation and planning stages. The project risk assessment identified the risk of failure to gather images and stakeholder inputs as moderate and a contingency plan was in place. At this stage the variances identified above will likely have little or no impact on the overriding schedule or cost planning moving forward. In regards to the quality of deliverables there has been some concern about finding suitable hotel images that were in the lost directory. A number of suitable images have been sourced from an alternate location and we expect that the quality of the deliverables will not be significantly impacted.

Planned Corrective Action: We have a contingency plan in place for failure to gather stakeholder inputs. In the case of the testimonial from Matthew Yarker the project manager has written suitable content that can be used as a replacement which has been provided to Matthew Yarker for approval. The project sponsor has however approved the wording in lieu of Matthew Yarker who was not contactable. Moving forward contributing stakeholders will be contacted proactively in order to gain compliance for agreed meetings and deadlines.

M.Anderson

J.Norris

Name/Title: Project Manager Name/Title: Project Sponsor

Date: 17 Dec 2010 Date: 18 Dec 2010

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5. Cost Management
5.1 Project Cost Estimation Worksheet
Name Deliverables x 20 Work Packages x.1 Act/Del 1.1.1 Act/Del 1.1.2 Act/Del 1.1.3 Work Package x.2 Act/Del 1.2.1 Act/Del 1.2.2 Act/Del 1.2.3 Act/Del 1.2.4 Act/Del 1.2.5 Work Package x.3 Act/Del 1.3.1 Act/Del 1.3.2 Act/Del 1.3.3 Act/Del 1.3.4 Act/Del 1.3.5 Work Package x.4 Act/Del 1.4.1 Act/Del 1.4.2 Act/Del 1.4.3 Act/Del 1.4.4 Act/Del 1.4.5 Work Package x.5 Act/Del 1.5.1 Act/Del 1.5.2 Total Budget Name Initiation Stage Focus Group Stakeholders Consulted Needs Analysis & Recomm. Planning Stage Project Team Kickoff Meeting Sales Development Strategy Brochure Resource Assembly Stakeholder Input Assembly Brochure Theme Design Execution Stage Brochure Images Selection Brochure Copy Production Mock Up Version Assembly Mock Up Version Presentation Brochure Design Brief Control Stage Brochure First Draft Brochure Second Draft Brochure Final Proof Brochure E-Version Brochure Printing Closeout Stage Lessons Learned Files & Documents Archived Performed By Start Date Finish Date Hrs. Req. Cost Rate Cost Run Cost

Project Team* Project Manager Project Manager Project Team* Project Manager Project Officer Project Officer Project Manager Project Manager Project Manager Project Manager Project Team* Project Manager Graphic Design Graphic Design Graphic Design Graphic Design Offsite Printer Project Manager Project Officer

24 Nov 10 25 Nov 10 26 Nov 10 1 Dec 10 1 Dec 10 1 Dec 10 1 Dec 10 6 Dec 10 10 Dec 10 13 Dec 10 15 Dec 10 16 Dec 10 17 Dec 10 20 Dec 10 22 Dec 10 23 Dec 10 24 Dec 10 24 Dec 10 31 Dec 10 4 Jan 11

24 Nov 10 26 Nov 10 29 Nov 10 1 Dec 10 3 Dec 10 3 Dec 10 3 Dec 10 6 Dec 10 10 Dec 10 14 Dec 10 15 Dec 10 16 Dec 10 17 Dec 10 22 Dec 10 23 Dec 10 24 Dec 10 24 Dec 10 31 Dec 10 3 Jan 11 6 Jan 11

3 5 3 1 3 6 4 3 2 6 8 1 2 4 2 1.5 .5 n/a 2 3

$90/Hr. $60/Hr. $60/Hr. $90/Hr. $60/Hr. $30/Hr. $30/Hr. $60/Hr. $60/Hr. $60/Hr. $60/Hr. $90/Hr. $60/Hr. $100/Hr. $100/Hr. $100/Hr. $100/Hr. n/a $60/Hr. $30/Hr.

$270 $300 $180 $90 $180 $180 $120 $180 $120 $180 $480 $90 $120 $400 $200 $150 $50 $1000 $120 $90 $4500

$270 $570 $750 $840 $1020 $1200 $1320 $1500 $1620 $1800 $2280 $2370 $2490 $2890 $3090 $3240 $3290 $4290 $4410 $4500 $4500

* Project team cost calculations are calculations for both the Project Officer and Project Manager.

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5.2 Cost Change Control Sheet

Project Title: The Ski Club Sales Brochure Project Manager: Mathew Anderson CHANGE REQUEST Originator Project Manager Phone: 0420 893 116 Date of request 24 Dec 2010 Change request no. 1 Reference(s) Project Sponsor : Josh Norris

Items to be changed: Brochure Printing Costs WP4 Del 1.4.5 Description of change (reasons for change, benefits, date required)

Quoted final printing costs have come in under budget based on lower than expected delivery costs in Japan. We had anticipated delivery costs significantly above the final price.

Estimated cost and time to implement (quotation attached? Yes/ No ) Not applicable.

Priority / Constraints (impact on other deliverables, implications of not proceeding, risks) Printing costs including delivery will be under the budgeted amounts with no effect on project deliverables and schedule and quality constraints.

CHANGE EVALUATION What is affected : The budget for printing was $1000 including delivery. The final cost quote was Y58400 or $730 at Y80/A$1 coming in $270 under budget. Work required (resources, costs, dates) n/a

Related change requests Name of evaluator Mathew Anderson CHANGE APPROVAL Accepted Comments We most certainly will be coming in under budget for this project. Rejected Deferred Name Signed: J Norris 24-12-10 Date evaluated Signature

CHANGE IMPLEMENTATION Asset n/a Implementer Date completed Signature

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6. Risk Management
6.1 Project Risk Management Matrix & Legend Risk
Initiating
Failure to identify all stakeholders and thier requirements and expectations Failure to identify what success will look like Vision for Brochure suffers for lack of up to date stakeholder expertise Possible Major High Consultative and engaged communications approach including focus group and individual stakeholder consultation. Stakeholder analysis. Clearly defined terms of reference for brochure success in sales context in the needs analysis and reccomendations Project manager and officer will undertake research activities looking for examples of best practice and savvy design Scope defined early in project planning, reviewed actively to prevent scope creep and communicated to stakeholders Clearly defined brochure integrated sales development strategy in early planning stage Communicate deadlines for materials and stakeholder inputs early in the planning stage. Contingency for alternate sources Work hours calculated in the project plan, procurements fully quoted in planning Timeline reviewed daily by the Project Manager and activities proactively managed to prevent undetected timeline departures Proactive communications and conflict mitigation. Project manager humility. Hard on problems not on people. Extensive planning, research, clear aims and sufficient time allocated to produce a high standard of work Persuasive presentation of mock up version to key stakeholders while seeking feedback to ensure continued support Concise informative design brief presented in person to the graphic artist to establish raport and achieve effective first draft Continuous proactive communication and timely review of work through first, second and final proof stages. Comprensive quality control at final draft stage and all stakeholders to sign off Comprehensive Communications with printer ensuring quality control in procurement stage Comprehensive iterated project plan executed with stakeholder participation and engagement through effective communication plan mitigates the risks and maximises the probability of outstanding results. Probability

Impact

Rating

Risk Management Strategy

Possible Possible

Major

High

Catastrophic

Extreme

Planning
Project Scope Creep Likely Brochure does not integrate with sales development strategy Failure to gather materials including images and stakeholder inputs Cost Estimates Unrealistic Timeline Estimates Unrealistic or time overruns Project team or stakeholder conflict creates poor working relationship Minor Moderate

Possible

Catastrophic

Extreme

Unlikely Unlikely Possible

Moderate Minor Minor

Moderate Low Moderate

Likely

Major

Extreme

Execution
Lack of sufficient artistic fliar and inspiration to produce brochure copy and design persuasive mock up Stakeholders unimpressed with mock up version Failure to produce clear design brief for graphic artist Possible Major High

Possible

Moderate

High

Unlikely

Moderate

Moderate

Control
Graphic Designer time and cost overruns as a result of failure to fulfil quality expectations Final draft includes mistakes or omissions Failure to provide correct art format and delivery details Possible Moderate High

Likely Unlikely

Major Major

Extreme High

Closeout
Failure to achieve sponsor and stakeholder satisfaction with the brochure Possible Catastropic Extreme

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Legend for the Project Risk Management Matrix

Probability Rating Definitions The following table outlines the definition of probability ratings as applied to the risk assessment.

Descriptor Almost Certain Likely Possible Unlikely Rare

Definition Expected to occur in most circumstances Will probably occur in most circumstances Might occur at some time Could occur at some time May only occur in exceptional circumstances

Impact Rating Definitions The following table outlines the definition of project impact ratings as applied to the risk assessment.

Descriptor Insignificant Minor Moderate Major Catastrophic

Project Consequence No noticeable effect on project management objectives Some difficulties experienced but these are easily managed Moderate effect on project objectives, needing some effort to fix Major effects on project objectives, needing significant effort to fix Unacceptable effect on project management objectives

Defining Risk Ratings. The following table outlines the definition of risk categories, determined by combining the likelihood and consequence of a risk scenario.

Risk Ratings Almost certain Likely Possible Unlikely Rare

Insignificant Low Low Low Low Low

Minor High Moderate Moderate Low Low

Moderate High High High Moderate Low

Major Extreme Extreme High High Moderate

Catastrophic Extreme Extreme Extreme High High

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6.2 Project Specific Risk Response Plan

Project Name: The Ski Club Sales Brochure Prepared by: Mathew Anderson Date: 2 Dec 2010 Description of Risk Identified: Project team or stakeholder conflict creates poor working relationship. Not only can conflict affect the quality and quantity of the work produced in the project, it can also affect stakeholder satisfaction and can impact on the sponsors attitude and judgment in the project. The project manager will face difficulties should the project sponsor receive negative feedback from sponsor influencers. Sponsor satisfaction with the deliverables can be affected if there is not unanimous acceptance and satisfaction from all stakeholders. Given that the project manager will be the driving force in harnessing innovation and creativity it is critical that all stakeholders are able to contribute to the project freely and in good will.

Person(s) Responsible for managing this Risk: The Project Manager Risk Rating: This risk has been rated as Extreme Agreed Response: The primary strategy is to avoid the risk through improved communication and clarifying the requirements and expectations in relation to the project for the stakeholders. The project manager is cognicent of the need for each stakeholder to feel participation and ownership in the project and will approach each stakeholder in a consultative fashion employing active listening techniques. This is true for each stakeholder regardless of position and all opinions and contributions will be valued and considered. The project manager is seeking to create a culture of achievement for the project where the best ideas and practices prevail. A key characteristic of the planning process will involve consultative decision making where all stakeholders will wherever possible agree on decisions taken and as a result be more likely to be satisfied with the process and the end results. Timeframe required for the risk response: It is estimated that around a quarter of the project managers allocated work hours will be spent undertaking communication and consultation with stakeholders in an effort to deal with this risk. The majority of this activity will take place at the planning stage of the project where the risk is greater and will decline progressively as the project enters the executing and controlling stages. Budget required for the risk response: Based on the above timeframes and the project managers hourly rate of pay it is estimated that the project manager will spend approximately 10 hours or $500 in labor costs dealing with this risk Contingency Plans: Where conflict does occur the project manager will seek to mitigate this risk by taking early action to rectify the issue with humility and empathy. The project manager will place project success ahead of all else particular if dealing with this issue. It is important to note that while conflict is a negative risk impact. A rigorous and frank debate in regards to strategy and innovation is not and will be encouraged. Above all else the best ideas should be adopted and wherever possible the project manager should lead the stakeholders and contributors towards positive outcomes.

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7. Human Resource Management

7.1 Project Roles and Responsibilities Matrix
Role
Project Sponsor

Responsibilities
Ultimate decision-maker and tie-breaker Provide project oversight and guidance Review/approve some project elements Commits company resources Approves major funding and resource allocation strategies. Resolves conflicts and issues Provides direction to the Project Manager Reviews project deliverables Approves use of his personal image Approves copy wording attributed Creative input and feedback

Participant(s)
Josh Norris CEO Japan Powder Club

Public Relations

Consumer Advocate Project Manager

Provides brochure testimonial Creative input and feedback Manages project in accordance to the project plan Provide overall project direction Direct/lead team members toward project objectives Handle problem resolution Manages the project budget Communicate project goals, status and progress throughout the project to project stakeholders Assure quality of products that will meet the project goals and objectives Identify risks and issues and help in resolutions Review and approve project deliverables Coordinates participation of work groups, individuals and stakeholders Lend expertise and guidance as needed

Steven Bradbury Shareholder Japan Powder Public Relations Representative Matthew Yarker Client & Shareholder Mathew Anderson Shareholder Japan Powder

Subject Matter Expert

Brent Dallow Club Shareholder Japan Powder Sachi Gavin Employee Japan Powder

Project Officer

Graphic Designer

Understand the user needs and business processes of their area Creates or helps create work products Provides access to multimedia resources Provide knowledge and recommendations Creative input and feedback Receives design brief and mock up Performs graphic design work Produces final proof version including electronic version. Receives and confirms final proof version Prints and assembles brochure Arranges final delivery in Japan

F1 Printers & Graphics

Offsite Printer

Mojo Printing Osaka Japan

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7.2 Table of Human Resource Requirements

Project Name: The Ski Club Sales Brochure Project Management Plan
Staffing Timetable and Labor Availability Requirements
Deliverables/Milestones
1 2 3 4 5 6-8 9 10 11
1213

Revision: 2.0
14 15 16 1718 19 20 21 22 23 24 25

26-29 Nov

20-21 Dec

22-23 Dec

25-30 Dec

13-14 Dec

2-3 Dec

6-8 Dec

4-5 Jan
Closeout

25 Nov

24 Nov

30 Nov

16 Dec

24 Dec

31 Dec

10 Dec

15 Dec

17 Dec

31 Dec

1 Dec

9 Dec

Time Period
Resource

Initiation

Planning

Execution

Control

Project Team
Project Manager Project Officer

Stakeholders
Project Sponsor CEO Subject Expert Brent Dallow Public Relations Steven Bradbury Club Member Matthew Yarker Graphic Designer Karen Remmer Offsite Printing Mojo Printing Japan

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8. Communications Management
8.1 Project Communications Schedule Outline

November 2010
SUNDAY 1 MONDAY 2 TUESDAY 3 WEDNESDAY 4 THURSDAY 5 FRIDAY 6 SATURDAY

About The Communications Schedule Outline

10

11

12

13

14

Rather than being an exhaustive list of all communications activity the schedule shows the main events during the project in order to assist the project manager with better communications planning. For more details 15 regarding communication activates refer to the communication plan. 16 17 18

19

20

21

22

23

24 Focus Group

25 Stakeholder Consultation

26 Stakeholder Consultation

27

28

29 Needs Analysis

30 Table Scope Statement

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December 2010
SUNDAY MONDAY TUESDAY WEDNESDAY 1 Kickoff Meeting 2 THURSDAY FRIDAY 3 Stakeholder Inputs 4 SATURDAY

6 Project Planning

9 Table Project Plan

10

11

12

13 Images & Copy

14

15

16 Present Mock Up

17 Design Brief

18

19

20 Brochure Drafts

21 Review Drafts

22 Brochure Drafts

23 Review Drafts

24 Final Proof

25

26

27 Printing

28

29

30

31 Delivery in Japan

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January 2011
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY 1 SATURDAY

3 Lessons Learned

5 Archive Files

6 Formal Acceptance

7 Celebrate Together

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

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8.2 Project Communications Plan

Project Title: The Ski Club Sales Brochure Message Meeting Requests / Notifications Meeting Reminder / Confirmation Status Reports & Signoffs Variance or Change Requests Requests for Stakeholder Inputs Presentations & Meetings Stakeholder Feedback Artwork Proofing Communication Constraints or Assumptions: Date: 8 Dec 2010 Audience Attendees Attendees Project Sponsor & Stakeholders Project Sponsor Stakeholders Attendees Project Manager Project Sponsor & Stakeholders Method e-mail Telephone/e-mail e-mail / meeting e-mail e-mail Face to Face Telephone/e-mail Telephone/e-mail When One Week Prior One Day Prior Milestone Point As Soon As Noted ASAP Scheduled In Plan At Any Time As required In Plan Sender Project Manager Project Manager Project Manager Project Manager Project Officer Project Manager All Stakeholders Project Manager

The main thrust of the communication plan is to carry out proactive and consultative engagement with the stakeholders to ensure their active participation and involvement with the project from the initiation to closing stages. The project manager is aware that stakeholders particularly the project sponsor are busy people and undertakes to make all communication timely and succinct. Given that the size of the project is small and majority of the project stakeholders are in the same geographic location the project manager will undertake to make all contact convenient to the other party in order to create goodwill and foster creative contributions. Importantly the project manager is seeking to build collaborative relationships with the stakeholders with a view to understanding, influencing and fulfilling their expectations in the project while giving each of them credit and praise for their valuable contributions.

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8.3 Project Status Report Project Name: The Ski Club Sales Brochure Prepared by: Mathew Anderson Date: 24 Dec 2010 Distribution List: Project Sponsor, Project Officer, Subject Matter Expert (Brent Dallow)

Status of Project Relative to Project Objectives: We have received the completed final e-version Scope: The graphic designer has completed the work in line with the requirements stipulated in the Design brief. Schedule: The project is on schedule, Mojo printing has confirmed receipt of the approved final proof in the correct File format. We are on schedule for delivery on 31 December. Cost: The graphic designer has confirmed that the work was completed within the allocated time frame We are still waiting on the final invoice however we expect that the entire project will be under budget. Quality: The graphic designer has completed the work very much in line with the style of the mock up version. We had asked for her to apply some of her own artistic creativity however the work she has done has achieved the quality and visual appeal we were looking for. Progress Report: We have received the final approved e-version and the result has been well received by everyone who has looked at it. The printer has confirmed that the artwork format is suitable for printing and has confirmed allocation of the job to their production run. We have confirmed the address and delivery details and the hotel reception has been informed. Forecasting: We expect the entire project to be completed on time and on budget and more importantly the expectations for designing quality into the project deliverables has been met. Issue Register Issue Graphic designers low creative input Some difficulty seeing wording over images Fireplace was dark in the lounge image Status/Comments The mock up version was simply copied The issue was fixed at the second proof stage Added a burning fireplace

General comments: The graphic designer worked efficiently and responded to our directions quite well during the proofing stage.

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9. Procurement Management
9.1 Procurement Requirements
Project Name: The Ski Club Sales Brochure Prepared by: Mathew Anderson Date: 8 Dec 2010 Make or Buy Decision: 1. Graphic design for brochure The project team lacks the specific industry expertise 2. Printing of the brochure The project team is not located in the country of delivery and lacks the necessary materials and equipment to print the brochure Statement of Work: 1. Graphic design of the brochure includes interpretation of the design brief and mock up version to create a polished brochure that fulfils the requirements for quality and reader impact. 2. Printing of the brochure needs to be done in full colour on 180gsm gloss paper over 8 pages folded to A4 size and delivered to the hotel premises in Japan. Required Contractual Provisions: 1. Graphic design is procured on a simple quotation and invoicing arrangement with a simple time and material contract. The design brief stipulates the requirements in relation to timeframes and budgets. Quality of the work cannot be guaranteed and results will very much be determined by proactive involvement with the contractor. 2. Printing of the brochure is procured on a simple quotation and pre-payment arrangement with a simple fixed price contract. Vendor work is guaranteed however no responsibility is taken for the quality and formatting of the artwork provided. I. Schedule of Events: The procurement processes Event Evaluation of graphic designers quotations and work Evaluation of suitable printers quotations and work Final selection of graphic designer and printer vendors Confirming and scheduling work with the graphic designer Graphic designer work undertaken and completed Invoicing and payment of graphic designer Ordering and prepayment and for printer work Procurement of printed brochures delivery confirmation Procurement process evaluation Date 24 Nov- 8 Dec 2010 24 Nov- 8 Dec 2010 9 Dec 2010 9 Dec 2010 17-24 Dec 2010 24-31 Dec 2010 24 Dec 2010 31 Dec 2010 3-4 Jan 2011

Evaluation Criteria: Quality of the deliverables is the overarching consideration for the project in relation to the triple constraints. From this perspective we will be looking for the highest quality and reliability of vendor work based on reputation and available examples or samples of work. Potential Suppliers: Graphic Designers : Karen Remmer at Graphics 1 Used and recommended by the project sponsor Inline Graphic Design Previous use by the project manager Offsite Printers: FedEx Kinko Japan Major supplier in Japan with reputation for reliability Mojo Printing Osaka Low cost supplier used by the project manager previously Approvals Name: Josh Norris Title: Project Sponsor Signature: J Norris Date: 8 Dec 2010

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9.2 Procurement Planning

The following procurement items and/or services have been determined to be essential for project completion and success.

Procurement Requirements: Item/Service

Graphic design for brochure Offsite printing and delivery for brochure

Justification
Lack of suitable expertise in the graphic design area Design work is done in Australia however the printed brochure is required in Japan

Needed By
24 Dec 2010 31 Dec 2010

Vendors Considered:
1. 2. 3. 4. Karen Remmer at Graphics 1 Used and recommended by the project sponsor Inline Graphic Design Previous use by the project manager FedEx Kinko Japan Major supplier in Japan with reputation for reliability Mojo Printing Osaka Low cost supplier used by the project manager previously

Procurement Vendor Metrics:

Each metric is rated on a 1-5 scale from unsuitable to most suitable:

Vendor Product Quality Vendor #1 Vendor #2 Vendor #3 Vendor #4 4 5 5 4

On Documentation Development Development Cost Rating Time Quality Costs Time per Delivery Unit 3 2 5 4 3 4 5 4 5 2 2 4 4 2 3 4 4 3 2 4 23 18 22 24

Vendors 1 & 4 have been selected for procurement contracts

Sponsor Acceptance Approved by the Project Sponsor:

Josh Norris
_________________________________________
Josh Norris CEO Japan Powder Club Date: 9 Dec 2010

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10. Quality Management

10.1 Quality Planning Project Title: The Ski Club Sales Brochure
Quality Roles and Responsibilities: Role: 1. Project Manager Responsibilities: 1. Develop quality plan with a focus on stakeholder satisfaction, prevention over inspection and continuous improvement. 2. Contribute to a quality control focus on work products and stakeholder contributions. 3. Advise and monitor project quality 4. Assist and advise on quality criteria

Date Prepared:

7 Dec 2010

2. Project Officer

3. Project Sponsor 4. Subject Expert

Quality Assurance Approach: We have developed quality baselines outlining the expectations for project quality through the entire project; this outlines quality performance through project processes as well as for the deliverables. Through benchmarking similar types of projects for processes and their deliverables we are seeking to apply a comparatively high standard for quality assurance in the project. The penultimate goal of the project is to produce a high quality result through employing quality assurance through all the project phases. The key indicators of success for quality assurance will be stakeholder satisfaction with processes and outcomes.

Quality Control Approach: Quality baselines for the project have been broken down into a quality checklist for the purposes of monitoring and controlling project quality. The key aims in employing the quality control checklist is to find issues early in order to prevent them impacting on the project quality baselines and as a result on the deliverables and stakeholder satisfaction. The quality control approach concerns itself with project processes as well as the project deliverables. Quality Improvement Approach: Where issues are identified effort will be made to find the root causes, rectify them quickly and to improve quality planning processes moving forward. Effort will be made to integrate quality planning, assurance and control activities throughout the entire project and subsequent projects. This will be done by further development of specific quality metrics that can be integrated into the organizational process assets. Project closeout and lessons learned reports will document specific quality related knowledge outcomes.

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10.2 Quality Checklist

CHECKLIST FOR MANAGING PROJECT QUALITY Project Name: The Ski Club Sales Brochure Prepared by: Mathew Anderson Date: 8 Dec 2010 Submitted for review to: The project manager and stored by the project officer in the archive file process. Continuous Improvement Opportunity (note what actions can be taken to prevent this from happening in the future) Better explanation of focus group aims to participants Realize not all stakeholders will buy in Effort persuading stakeholders of planning need Keep meetings as short as possible More proactive assistance earlier in the process Focus on clients needs would have avoided past strategic errors Dont manage the planning manage the project Allow time and budget for up to date photography Stakeholders struggled with seeing value of minimalism It is hard to manage inspiration and creativity Time was well spent and designer reacted favorably Allow higher budget for more artistic designer Hectic process based on tight deadline constraint Use a heavier stock of paper at 200gsm Allow a little more time for unforeseen issues in future Try to be more inclusive of stakeholders even where they subvert the project

Portion of Project being inspected:

Yes

No

Remarks (what is the variance and what action has been taken to correct it?) The project manager gained an insight into expectations Stakeholders satisfactorily consulted and engaged The project scope was satisfactorily defined for success Expectations were managed and project parameters and requirements communicated Matthew Yarker didnt contribute the testimonial Tied in the theme with the club logo and previous collateral Spent significant time planning the process for learning value

1 2 3

Focus Group Stakeholder Consultation Scope Statement Team Kickoff Meeting Stakeholder Inputs Brochure Theme Project Planning Brochure Images Brochure Copy Mock Up Design Brief Graphic Design Final Proof Print Quality Plan Execution Stakeholder Satisfaction

4 5 6 7 8 9 10 11 12 13 14 15 16

to source high quality Failure shots of the hotel interior Happy with the balance between informing & inspiring Worked overnight to find inspiration and reach deadline Sufficient to convey the aims and parameters of the work Graphic designer followed mock up version closely saving cost High quality result with no obvious errors in product Well produced with quality matching requirements and delivered on time On time and under budget with quality requirements exceeded Everyone is happy and the end users continue to use it

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11. Project Planning Appendices

11.1 Glossary of Terms
This project plan has been produced chiefly for the purposes of record keeping and planning process improvement for the project manager. It is therefore assumed that the reader has a basic working knowledge of project management terminology and processes. The following list of terms is not comprehensive and has been created solely to clarify certain terms as they relate to this project plan. Project Team Club Members Subject Experts Effective Brochure Needs Analysis & Reccomendations Sales Development Process The project manager and project officer Persons who have invested and hold share ownership in the club Individuals asked to contribute knowledge or content to the project A brochure that fulfils sponsor & stakeholder expectations and business aims A document that clarifies the value and viability of the project proposition and part of the organizational process assets A list of steps in the sales funnel or sales development cycle to assist with clarity in the sales process and added to the organizational process assets

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11.2 WBS Dictionary

Level
1 2 3 3

WBS#
1.0 1.1 1.1.1 1.1.2

Element Name
Ski Club Sales Brochure Initiation Focus Group Stakeholders Consulted Needs Analysis & Recommendations

Definition
All work is undertaken to produce an effective and iimpressive product in line with the business strategic goals and sales and marketing activities. The work to initiate the project. Forum for Project Sponsor & Project Manager to meet with some project stakeholders to discuss the aims and expectations regarding the project. Project Manager communicates individually with each stakeholder to gather info on expectations, ideas, needs and concerns. Rapport is established and a project stakeholder analysis is produced. Project Manager analyses strategic business needs that relate to the project and determines project viability and value in terms of the expressed and inferred needs. A project scope that is in line with the real strategic needs of the business is produced that can realistically exceed comprehensive stakeholder expectations. Project sponsor understands and approves the Scope Statement. The work for the planning process for the project. The Project Manager meets with the project sponsor and other stakeholders to establish and communicate project parameters, delegate tasks and requests necessary resources. The Project Manager develops the brochure integrated sales development strategy in line with the needs of the business. The project plan is being developed iteratively throughout this and following planning stages. The Project officer gathers and assembles all of the required resources for the project including digital images, documents, samples of work and any other information required for the project relating to planning activities. These resources are made available to the project manager. Stakeholders including Steven Bradbury and Matthew Yarker contribute testimonial inputs and suggestions to the project manager. The Project Manager and the Project Officer review the materials and inputs and commit to a design theme for the brochure. The project plan is approved in close consultation with the sponsor and the Project Manager has permission to proceed to execute the project according to the project plan. Work involved executing the project. The Project Manager reviews and selects the digital images that suit the needs of the project for use in the brochure. The Project Manager creates the copy wording for the brochure utilizing knowledge gained through the planning process and incorporating stakeholder inputs and contributions. The project manager creates a hard copy mock up draft of the brochure incorporating all of the designated resources utilizing knowledge gained through the planning process and incorporating stakeholder inputs and contributions. The Project Manager presents the mock up version to the sponsor, project officer and subject expert to test responses, get suggestions, and action the next step. The project manager produces a clear and concise design brief including the mock up for the graphic artist. The project sponsor approves the design brief for handover to the graphic designer. The work involved for the control process of the project. Graphic artists work is reviewed and instructions given Graphic artists work is reviewed and instructions given Graphic artists work is reviewed and final instructions given. The work is signed off by the project team members including the sponsor when deemed finished. The graphic artist confirms that the artwork is finalized and provides an e-version suitable size for email and a high resolution proof in suitable format for printing The brochure printer in Japan receives artwork and prints the brochures The completed brochures arrive at the club premises in Japan The work to close-out the project. Project Manager along with the project team performs a lessons learned meeting and documents the lessons learned for the project. All files and records are updated and archived for future reference availability. The Project Sponsor and Project Manager agree to sign off on project closure.

1.1.3

3 2 3

1.1.4 1.2 1.2.1

Milestone: Scope Statement Approval Planning Project Team Kickoff Meeting Sales Development Strategy Brochure Resources Assembled

1.2.2

1.2.3

3 3 3

1.2.4 1.2.5 1.2.6

Stakeholder Inputs Assembled Brochure Design Theme Milestone: Project Plan Approval Execution Brochure Images Selected Brochure Copy Produced Mock Up Version Assembled Mock Up Version Presentation Comprehensive Brochure Design Brief Milestone: Design Brief Approval Control Brochure 1st Draft Brochure 2nd Draft Final Proof E-Version Brochure Printing Milestone: Delivery Closeout Lessons Learned Files & Documents Archived Milestone: Formal Acceptance

2 3 3

1.3 1.3.1 1.3.2

1.3.3

3 3

1.3.4 1.3.5

3 2 3 3 3 3 3 3 2 3 3 3

1.3.6 1.4 1.4.1 1.4.2 1.4.3 1.4.4 1.4.5 1.4.6 1.5 1.5.1 1.5.2 1.5.3

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11.3 Project Stakeholder Analysis

Stakeholder Importance
1.Project Sponsor/CEO Josh Norris Critical

Needs
Kick-off Approval Progress Reports Draft & Final Approvals Involvement Engagement

Stakeholder Engagement Strategy

This key sponsor of the project is extraordinarily busy and requires constructive engagement that is brief and to the point. Care needs to be taken in regards to schedule availability for timely sign off at key milestone points. Wherever possible the need for addressing any conflict should be minimised. Project sponsor expectations for project outcomes need to be managed during the process and exceeded for successful closeout. Brent Dallow has past planning experience in a similar ski club membership facility and is a shareholder in the club. His involvement in the project is at the suggestion of the project sponsor. A key strategy is to consultatively involve him in the project given his influence over the project sponsor. Matthew Yarker is providing testimonial content for the brochure from a members viewpoint. Consultative engagement with Matthew will be required to ensure that he contributes suitable material within the proscribed time frame.

2.Subject Matter Expert & Consumer Advocate Brent Dallow Matthew Yarker Influencers

3.Public Relations Representative Steven Bradbury Critical

Engagement Final Approval

Steven Bradburys involvement in the project will be limited given his busy schedule as a professional motivational speaker. As the public face of the Japan Powder Club his timely final approval of the artwork and copy that concerns his images and quotes is critical to the project schedule.

4.Project Officer Sachi Gavin Important

Engagement

Sachi Gavin is responsible for running the Japan Powder tour booking service in Southport and assists onsite in Japan annually with hotel guest services. He will also be involved in assisting with the onsite sales promotion activity in the coming season. As Sachi has regular contact with club members and is at the cold face of guest services the project manager will be looking to interpret his understand of what is and isnt working in the sales and marketing process. It is also important to have a constructive working relationship with Sachi based on his part time role assisting on the project.

5.Graphic Designer Karen Remmer Graphics One Critical

Engagement

The importance of a good graphic designer cannot be overstated and the key factor for success for the project will be finding a person who takes pride in their work and can contribute some artistic flair to take the product to a higher level. To this end the project manager will making a special effort to have the graphic designer on side with a view to securing the best possible work. The project manager will be working hard on the communication side here. The end users of the brochure are the most important because ultimately they will decide on the success of the project. Sales staff needs to view the brochure as an effective sales tool and use it. Sales prospects need to be able to pick up the brochure and understand that there is an opportunity at hand. This is the most important end result.

6.Japan Powder Sales Staff & Prospects End UsersCritical

Emotional Involvement Take Up

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11.4 Project Signoffs Project Plan

The projects plan processes and products discussed herein are agreed to and authorised by: Project Sponsor Signature: Project Manager Signature: Subject Expert Signature: Project Officer Signature:

Josh Norris
Name: Josh Norris Date: 9 Dec 2010

Mathew Anderson Brent Dallow

Name: Mathew Anderson Date: 9 Dec 2010 Name: Brent Dallow Date: 9 Dec 2010

Sachi Gavin
Name: Sachi Gavin Date: 10 Dec 2010

Design Brief
The Brochure design brief satisfies the requirements as clarified in the plan and is approved by: Project Sponsor Signature: Project Manager Signature: Subject Expert Signature: Sales Staff Member Signature:

Josh Norris
Name: Josh Norris Date: 17 Dec 2010

Mathew Anderson
Name: Mathew Anderson Date: 17 Dec 2010

Brent Dallow
Name: Brent Dallow Date: 17 Dec 2010

Sachi Gavin
Name: Sachi Gavin Date: 17 Dec 2010

Brochure Final Proof

The Brochure Final Proof version is agreed as final and authorised for printing and manufacture by: Project Sponsor Signature: Project Manager Signature: Public Relations Signature:

Josh Norris
Name: Josh Norris Date: 24 Dec 2010

Mathew Anderson
Name: Mathew Anderson Date: 24 Dec 2010

Steven Bradbury
Name: Steven Bradbury Date: 24 Dec 2010

Formal Acceptance
The project is deemed fully completed having successfully achieved its objectives: Project Sponsor Signature: Project Manager Signature:

Josh Norris
Name: Josh Norris Date: 7 Jan 2011

Mathew Anderson
Name: Mathew Anderson Date: 7 Jan 2011

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11.5 Project Closeout Report

Project Title: The Ski Club Sales Brochure Project Description: Date Prepared: 3 Jan 2011 Project Manager: Mathew Anderson

We tried to create the best brochure we could on a low budget before the start of the peak ski season. Quality was the main concern. The project manager had some sales and marketing experience in the tourism sector and offered to try his best to make a great brochure. The project officer assisted on a part time basis and the project manager told the project sponsor to scrap the project if the work wasnt good enough.

Project Objectives
Scope: Do we need a brochure? What is a good brochure? How do we use it? Time: There was a six week deadline in time for the start of the ski season Cost: The budget was $5000 inclusive of all costs

Success Criteria
Clear value of a good brochure demonstrated and where it can assist in the sales process Time was the middle constraint, We wanted to be quick but it needed to be good. Cost was the least important constraint. Small budget doesnt mean small on results.

How Met
Questioning the question Understanding the marketing Seeing where it will assist us selling A well planned schedule that needed little change and allowed some time for creativity to creep in. We kept an eye on costs and tried to limit wastage and unproductive work through careful planning.

Variance
The scope might be considered wide but we found it was clear and little changes were required to produce a nice result. No overall time variance to the project baseline despite some minor overruns that were easily made up when needed. The ultimate project cost was $4790 Which is $210 under the budget

Quality: Stylish, Simple & Beautiful Emotional Involvement Selling The Opportunity Other: Use the brochure to assist with raising awareness and making sales approaches.

Quality was the overriding factor in the triple constraints.

Beautiful images and words and a customer focused, benefits not features design approach. The brochure was well received by the sales prospects who got the sales message about the club

It was better than expected and exceeded the expectations of the sponsor and stakeholders. We sold 20 shareholder packages in the season raising over $250 000 capital for the club

We wanted to sell 20 memberships in the Japan Powder Club in the season.

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11.6 Project Lessons Learned

Project Title: The Ski Club Sales Brochure
What Worked Well

Date Prepared: 4 Jan 2011 What Can Be Improved

Quicker recognition of project viability and value to the project manager. Scope definition will be easier and quicker next time More focus on the scientific side of schedule management in more complex future projects Very little could have been improved in this area Minor additional budget and time resources would probably not have made a huge difference to quality We would have liked to use the project officer more so that he could have learned about project management Setting communication rules and protocols and giving each stakeholder the copy of the communication plan I would like to gather more input and involvement from stakeholders next time. Not subversion. Make an effort to minimize reporting where possible for busy stakeholders. Most risks were anticipated and managed well. There is always room for better positive risk utilization. We would use a more creative graphic designer next time but we would also pay for it. The project planning was mostly undertaken by the project manager for his benefit. Practice is needed. If we could take new high resolution hotel images it would be worth updating the brochure next year.

Requirements definition and management Scope definition and management Schedule development and control Cost estimating and control Quality planning and control Human resource availability, and team performance Communication management Stakeholder management Reporting Risk management Procurement planning and management Process improvement information Product-specific information

Knowing something about the higher marketing goals Understanding brochure purpose and outcomes sought Reasonably well balanced schedule allowing for creativity. Care was taken to manage the project not the plan. Resource costs were well budgeted. Bottom up estimating was employed due to small project scale Clear design brief and timely quality control during critical design phases. Project stakeholders including team members worked well together and were generally able to stay focused. E-mail makes things easy. Everyone is available usually Efforts were made to gather input and ideas and this allowed for good communication and project interest Project milestones and issues were reported satisfactorily Careful Risk Analysis both qualitative and quantitative allowed the project manager to asses and manage risk This was a simple quotation and payment process. The key point is good communication when outsourcing work Most stakeholders including the sponsor are not interested in the project planning paperwork. Allowing time for creativity was the key point. Defining the stages of the project and planning everything helped

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12. Deliverables
12.1 Needs Analysis & Recommendations

Needs Analysis & Recommendations

Purpose: Target Market: Caution: Create a brochure that becomes a powerful sales tool. Australians who are frequent international ski travellers. A large amount of background detail is provided to meet the legal and ethical requirements for selling such a high priced discretionary purchase, however conversely sales activity seeks to simplify the buying process focusing more on emotional side of the purchase decision. The Japan Powder Club Brochure gives the reader an inspiring and easy to understand introduction to of the Japan Powder Club concept which is about owning your own share in a boutique ski hotel in the Japan Alps. The brochure seeks to create a response in the reader such as That looks fantastic, I want to holiday there or This is something to consider. The brochure sells them on the idea that for a small investment they can be a part of something special. The higher aim of brochure is to condition the potential client to be receptive to the Japan Powder sales process and call to action. By keeping the content of the brochure simple and focusing on the core benefits or simple truths of the Japan Powder concept the brochure can provide a powerful message to the client as well as serve as a versatile sales tool for a variety of client types and sales strategies. We need a brochure that will focus more on emotion with the aim of having the buyer seeing themselves as part of the picture at Japan Powder Club. It will give an impression of quality, captivate the reader emotionally and let them know that there is an opportunity to consider. As the buying decision is a large discretionary purchase, success in the marketing will rely heavily on the sales ability onsite and the high standard of service provided during the stay.
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Description:

Conclusion:

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12.2 Clarified Sales Development Strategy

Japan Powder Club Sales Development Process

This list outlines the general flow of steps required in a suitable sales development cycle:Through networking, referral, word of mouth, website and other marketing methods people are informed of an opportunity to stay at an exclusive ski resort club in Japan

New Sales Prospect

Potential Future Guest

Client details are added to the general client database for emarketing of a general nature. This on-going marketing activity exposes a large group of clients to the concept of the club

Motivated To Stay/Booking Inquiry

Client has made a stay inquiry or has been invited to stay at the request of a member of the sales team. A quotation/invitation is sent via email or presented and the client is followed up.

Confirmation of Booking

Client confirms booking. The confirmation of booking will contain the standard booking information as well as information of a general nature about the club membership opportunity.

Pre Stay Conditioning

Brochure Use

In the lead up to the stay the client is sent information including the BROCHURE, which excites them about the coming holiday in Japan and also gives an opportunity to further inform and educate them about the club purchase opportunity. Final Confirmation and travel itinerary is part of this process.

Arrival and Settling In

Focus on strong first impressions, comfort and service for the guest. Orientation and assistance to feel at home. Building of relationships with the host/salesperson and other members. Made to feel special. Club sales BROCHURE is in room. Guests are approached to see if interested in being an owner. An informal sales presentation in a quiet area can be arranged involving facility inspection and handing over the BROCHURE, prospectus and deposit form. Focus on the clients buying motives while getting them to understand the concept.

Sales Qualification/Presentation

Conditioning and Closing the Deal

Further reassurance and relationship building in a social context. Building trust and credibility in the club. Looking for the right time to ask for a commitment to buy. Make the offer.

Cooling and Follow Up

Client care and contact during the cooling off period is vital.

The above workflow is a plan outline only and should be modified and improved by management or at the suggestion of staff in consultation with management.

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