pal leaders projects 2013

Pal LeadersProjects 2013Pr-1 National Tree Day – Tree PlantingPr-2 Aussie BBQ Pr-3 Dodgeball: Commerce vs. Arts Pr-4 The Best FAQing BBQPr-5 Hollywood Fun Day OutPr-6 Bounce Day, Team #1PR-7 Project Homie

Student Development in Action!

w w w . o r g s t h a t m a t t e r . c o m

programProjects 2013

CopyrightPAL Leaders Program Projects 2013 – Stu-dent Development in ACTION!

The PAL Leaders Program Projects 2013 – Student Development in ACTION! ebook has been created by students from the Monash University Ambassador Program from within the Faculty of Business and Economics.

Published by What Really Matters Publishing

c/- Organisations That Matter

Compiled By Gary Ryan, Facilitator of the Projects Program

Level 8, 350 Collins Street

Melbourne, Victoria 3166

AUSTRALIA

Phone +61 3 8676 0637

E-mail: [email protected]

Copyright © 2013 Gary Ryan, Organisations That Matter® & Monash University & each of the members of the two project teams

All effort was made to render this ebook free from error and omission. However, the author, publisher, editor, their employees or agents shall not accept responsibility for in-jury, loss or damage to any person or body or organisation acting or refraining from such action as a result of material in this book, whether or not such injury, loss or damage is in any way due to any negligent act or omis-sion, breach of duty, or default on the part of the author, publisher, editor or their employ-ees or agents.

contents04 National Tree Day –Tree Planting

16 Aussie BBQ

28 Student Development Program

31 Dodgeball: Commerce vs. Arts

42 The Best FAQing BBQ

48 Yes for Success

contents Hollywood Fun Day Out 49 Bounce Day, Team #1 56 Create More Success 68 Project Homie 71

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www.orgsthatmatter.com

Confidential 4 Pal Leaders Program Confidential PB Pal Leaders Program

Project Name & No. Project Delivery DateNational Tree Day – Tree Planting 28th July 2013

MONASH UniversityFaculty of Business and Economics

National Tree DayTree Planting

(Project-1)

Team Members

NamePeggy Chan, Shanila Paiva, Vivek Kumaresan, Janelle Chen, Cindy Zhang, Rita Yuwei Li


Project Closure Report Summary


Key Objective

Student to Student

Student to Community

Project Goals

ree planting on National Tree Day was carefully selected as the community event to participate in. The activities were facilitated by members of The Friends of Dandenong Valley Parklands organisation, who manage parks and bush land surrounding the area of Glen Waverley. The attendees undertook a range of gardening type activities, including weed-

ing, planting and mulching in order to restore native flora.

T

Project Goals

1- Key ObjectiveThe key objective was to attract at least 30 first-year Monash students, whose univer-sity experience would be enhanced via stu-dent-to-student and student-to-community interaction.

2- Student to StudentIt was expected that friendships would form be-tween the primarily international and first-year students. By working together in groups, under-taking fun activities, it was possible for the par-ticipants to interact and get to know one another. All the students helped each other, engaged in conversation and gained contacts.

1

Project Background Overview



Best Practices:• Team members adhered to schedule, attended meet-

ings face-to-face or through Skype, and kept updated via the Facebook group created.

• Text and e-mail correspondence with registered stu-dents was maintained to provide additional informa-tion, notify of changes in circumstances.

• In the planning and organising stage, a number of

alternative events and volunteer organisations were identified – with constant correspondence to develop relationship.

• Regular e-mail correspondence with the project sponsor (Alison Richardson) to convey updates of plans, seek clarification and support to minimize risk of failure.

Project Closure Synopsis

The project is being closed as a result of satisfactory com-pletion, whereby the goals and deliverables have been largely met.

3- Student to CommunityThe Friends of Dandenong Valley Parklands are a commu-nity group, which assists Parks Victoria with conserving the natural environment of various wetlands and creeks in the Monash council jurisdiction. They encourage com

munity involvement in regular activities such as planting, weeding, monitoring, collecting seeds. Thus, the attendees gained awareness of the importance of maintaining local vegetation and about the work done by Parks organisa-tions.

Project Highlights and Best Practices

3- wareness of the Friends of Dandenong Valley Parklands organisation was improved, creating interest in student membership and thus proving to be a successful symbiotic partnership.

4- Attendees enjoyed the event, socialised with others and formed friendships which will assist in enhancing their university life.

2- Participants were from a wide range of backgrounds, different faculties, and at different stages in their university courses. The increased diversity allowed for students to build relationships with individuals who have had varying experiences.

1- Engaged a number of students, just below the quantitative target.

PROJECT

HIGHLIGHTS

1 2

34



Comparison of actual performance to original objectives:

Targeted success criteria achieved:

PROJECT PERFORMANCE

Goals and Objectives Performance

2

• The number of attendance was 25 which is not far from the targeted number of 30 people.

• Student-to-student interaction and communication had been created. Students gained the opportunity to expand their contacts at university and to work with other students in group activities, which enhanced their ability of working in teams and communication skills.

• Attendees had successfully learned the required skills for tree planting on different types of landscapes. Also, the skill to conduct quality control to ensure the survival of a new tree. Additionally, attendees enjoyed the oppor tunity to communicate with the members of the Friends of Dandenong Valley Parklands. This in-creased their awareness of conservation of natural environment.

• Over 100 new trees have been planted on the required areas

• Students performed team work throughout the event, after which they developed friendship and retained contacts with each other

• The host organisation was introduced to students which both increased public exposure and students’

awareness of natural environment conservation

• Interaction and connection between senior students of leaders program and first-year students had been achieved

• Certificate of completion of the event was distributed

Success Criteria Performance



Targeted success criteria not achieved:Actual attendance was slightly lower than the targeted. The reason being was participants could not attend the event due to illnesses and other issues

Feedback survey questionnaire were not completed by par-ticipants while feedback had been obtained from the partici-pants through inquiry

Milestones and Deliverables Performance• Finding organisation and contacting them

• Booking taxis

• Delivery of all participants to the tree planting location and allocated them into groups was successful

• Planted over 100 small new trees at the park and conducted quality control on the plants

• Enhanced student interaction with each other and created encour aging environment for everyone to be involved in group activities

• Promoted the communication between participants and the hosting organisation which both helped the organisation increase its ex posure to the public and achieve its goal of encouraging community involvement.

• Enhanced students’ awareness of the benefits in helping out a community organisation, Dandenong Valley Parklands

• Arranged BBQ lunch for all the participants



Schedule Performance

From the very beginning of the project, our team wanted to help out the community. Thus, we chose our project to be based on volunteering. Throughout the planning stag-es, we had to quickly choose a charity and find relevant organisations who is willing to let us participate in their event.

APRILProject update:

• Decided to choose a tree planting organisation to join, instead of holding our own charity event

• Started researching on which tree planting organisa-tion was near Clayton and contacted a few organisa-tions

• Looking at marketing aspect to promote the event

Allocated tasks:

• Finding tree planting organisation

• Design flyers

• Talk to first years who would be interested in going to the event

• What to write on feedback forms and set up registra-tions on facebook and Monash portal

• Find a certificate of participation to print out

MAYProject update:

• Registered with “Friends of Dandenong Valley Park-lands”

• Can take up to thirty participants, after negotiating with the event organiser

• BBQ and water was provided

• Designed flyers and posters



Allocated tasks:

• Contact Ali to print the posters/flyers

• Keep in contact with event organiser, Brian, to keep him up to date with what is happening on our side

• Hang posters in Caulfield and Clayton

JUNEProject update:

• Printed out flyers and posters. Hanged the posters around Caulfield and Clayton campus

• Ali helped set up the booking system for our event

• Decided to take maxi cab as our to and from trans-portation

Allocated tasks:

• Promoted event on “news and events” in Monash por-tal under “events and promotions” and ask Ali to set up booking system for our event

• Write up feedback forms

• Book two maxi cabs

Corrective actions made throughout the project:

• Extended deadlines for group meetings

• Change of plans from a weekday tree planting to a weekend tree planting

• Instead of having a BBQ on campus, there was a BBQ provided by the organisation off campus

Budget Performance

Project Budget Overview:

Initially there was a budget for food, transportation and marketing expenses, but in the end we only used the budget for 2 maxi cabs and posters/flyers only.


Confidential 11 Pal Leaders Program

PROJECT CLOSURE TASKS3

Resource Management Issue Management

Risk Management Risk Management

Quality Management Communication Management



Resource ManagementResources were managed by carrying out budgets and through planning. Budgets allowed us to identify cost effective alternatives and allowed for efficient resource management. Additionally, by planning we were able to delegate tasks to individual team members which ensured the activities undertaken were not duplicated.

One of the main resource that kept changing during was transportation needs. Initially, we were planning on hiring a mini bus to transport the students from Monash Uni-versity- Clayton to the site. However, as we continued to monitor the registration progress, we identified it would be less costly to use two maxi taxis.

The project knowledge from team members will be cap-tured through the report presented. The report reflects consolidated information of all team members and it iden-tifies actions that were effective and that need improve-ment. This is a project that could be run again in 2014, as the event organisers “Friends of Dandenong Valley” undertake this event annually and would appreciate any volunteers to aid in tree planting. “Friends of Dandenong Valley” provided a BBQ lunch for the tree planting vol-unteers. Also guest speaker, Bryan Loft, talked about the importance of conserving the environment.

Issue ManagementOn the tree planting day, there was a mix up with the taxis, which resulted in some delays for the second group’s ar-rival to the venue. This was resolved by contacting the taxi company and notified Bryan that the second group would be late.

There were a lack of gloves for tree planters which we failed to emphasise to the participants. We overcame this issue by communicating with the hosts to provide more gloves.

We had some trouble in advertising, especially with MON-SU; even though we had approval some of our posters were taken down at Caulfield or plastered over at Clayton

Risk ManagementProject Risks Mitigated:

The major risk faced while carrying out the event was unfavourable weather conditions. As the weather could not be determined well in advance, we were required to formulate a Plan B. In the instance, of rain or unfavour-able weather conditions we decided to carry out games

and other activities indoors. However, a fortnight before the event we were able to determine the feasibility of our original plan and plan B was discontinued.

Another possible risk was organising an event off campus:

• People can go missing in the bush

• Health and safety risks (back injuries, cuts)

We overcame these by:

• Headcounts to make sure everyone is there

• Marking out trails in the bush in case someone gets lost

• Getting approval from project sponsor (Ali)

• Making sure there was university insurance cover for everyone in case of an emergency

Outstanding Project Risks:

At the end of the project there were no outstanding risks.

Quality ManagementThe quality control measure is provided by three main types of quality assurance:

1. Year 1 students focus:

• Ensure the objectives of the project are linked to the needs and expectations of year 1 students.

• Ensure a balanced approach between satisfying stu-dents and leadership program

• Make sure students understand the importance of their contribution and role as volunteer in tree plant-ing

• Received a verbal feedback from the participants

2. Leadership:

• Establish clear barriers and challenging goals and tar-gets of the project

• Provide students with required and effective costs re-sources, free tree plant training skills and freedom to act with responsibility and accountability



• Motivating and recognising people’s contributions with thank you certificates

• Making decisions and taking actions based on factual analysis

3. Advertisement

• Put up poster on facebook for all team members to proofread it

• Consulted with Ali about the poster presentation who suggested to use QR codes for easy access to the web-site

Communication Management

The project communication process is divided into four parts:

Planning:

• Group meetings- update changes via Facebook private group, Skype, google docs, email and mobile, effec-tively separate individual responsibility under team leader.

• Location of the tree planting event.

Implementing:

• Advertise through Monash booking system assisted by supervisor.

• Promote event by placing flyer/posters throughout Clayton and Caulfield campus and also get authorisa-tion for the posters to be around campuses.

• Looking for a tree planting organisation which was holding their event near Clayton campus, which was willing to take 30 participants. Delegating duties to call and email the Tree Planting coordinators to ask for requirements.

Monitoring is the way to test how effective the process was.

• Year 1 students gain the Tree Planting skills, create meaningful value for university experience with new friends, and provide an opportunity to work with dif-ferent cultures.

• Revision for the project through team project report.

Customer Expectation ManagementManaging customer expectations can avoid frustration and disappointment. Firstly, we identified their main needs through our own personal experience and assumptions of what a first year would want. Secondly, we optimally allo-



cate resources to add value and expect to exceed partici-pants’ expectations. Thirdly, we ask for feedback to check their expectations after implementing project and receive no complaints.

Post Project TasksThe only outstanding task is to hand in the taxi e-cards to Ali.

Lessons LearnedPlanning and organisation:

• Number of contingency plans relating to promotion

• Coordination of team member tasks

• Agendas and meeting minutes were maintained also ensured that if some members couldn’t attend they were contacted and updated.

• Taking registrations using the BusEco Registration System, to have a formal way of knowing the number of expected attendees.

Time management and self-management:

• Scheduling when to meet up with the students and what would happen if any of the leaders were late.

• When meeting up to discuss our project team members all contributed ideas and engaged in collaborative crit-icism.

• Set goals and strived to achieve them.

Team work:

• Delegating tasks as this was the most efficient way of working as a team. Considered each member’s study and work commitments.

• Ensure that the team member knew what their task was, and sought to leverage their strengths.

• Built team rapport by making an effort to understand each other’s working style and personality traits.

Communication:

• Constant updates by each team member as to how they were progressing.

• Maintain adequate contact with organisations by fol-lowing up, building relationship.

Problem solving:

• Coming up with alternatives and contingencies to manage issues relating to poor weather, since our event was outdoors.

• Our signup process using the BusEco Registration System meant that we were limiting ourselves to only having students from the Buseco department. We overcame this by running strong advertising through other media including posters, ‘MyMonash’ portal, fly-ers, e-mails, Orientation day.

Service Excellence:

• Attracted a satisfactory number of people to attend a community event.

• Ensured professionalism in the meetings with host organisation.

Leadership:

• Making decisions and taking actions based on factual analysis: particularly in relation to the organisation we selected – considered proximity, organisation’s needs and abilities.

• Promoted our event with great passion and belief.

• Created positive impression of Monash and Monash students in the community.

Initiative and enterprise:

Research on which tree planting organisation to work with and contacting them. Also, starting early on the proj-ect and ask Ali questions when we have enquires.

Technology:

We used Facebook, Skype, google docs, email and mobile to keep all the team members updated on where the proj-ect is at. In particular, we learned to use google docs effi-ciently. Created poster using MS Word function.



Project Closure Recommendations• Having an appropriate time where all group members

could meet and discuss the projects.

• Start the project as soon as possible

• Have contingency planes in case the weather is bad or if there is an unexpected turnout

• Look ahead, in regards to planning around your own studies and the other group members studies

• Be more informed about the rules regarding putting up posters and flyers e.g. we didn’t know we had to have the Monash logo or which areas we could put it up

• Set deadlines and stick to these deadlines

• Be realistic about goals that you want to achieve

• Have a project timeline, make small goals on the way that need to be achieved

• If a group member did not attend the meeting make sure they were up to date on what happened during the meeting

• The time we decided for the event may have been too early (9.30am on a Sunday). Therefore next group could choose a later time to start.

AcknowledgementsAli Richardson sponsor- PAL program coordinator

Bryan Loft organiser “Friends of Dandenong Valley”

Friendly staff members of “Friends of Dandenong Valley”

Gary Ryan Director of Organisations that Matter

Participants of the tree planting event



Aussie BBQ

Project Name Project Delivery DateAussie BBQ 25/07/2013


(Project-2)

Prepared By

Name RoleAmandeep Singh Team Leader

Samiul Ahsan Team Member

Stephanie Marvelli Team Member

Autumn Tran Team Member

Sameera Wickramasinghe Team Member – Marketing Assistant

Lauren Ho Team Member

George Makris Team Member

Gary

Typewritten Text

Gary

Typewritten Text

Gary

Typewritten Text



PROJECT CLOSURE REPORT PURPOSE

Project Closure Report Summary

The Project Closure Report is the final document produced for your project and is used to assess the success of the project, identify best practices for future projects, resolve all open issues, and formally close the project.

PROJECT CLOSURE REPORT GOALS

This Project Closure Report is created to accomplish the following goals:

Review and validate the milestones and success of the project.

Confirm outstanding issues and recommendations.

Identify project high-lights and best practices for future projects.

A B

C



PROJECT CLOSURE REPORT SUMMARY

1

1.1 Project Background OverviewOur original goal was to welcome the new students to uni-versity. Since most of the new students in the second semes-ter are international students, this event provides them in-sight into an Australian university and its culture. We intend to do this by putting on a BBQ lunch and introduce them to Australian Football. Furthermore, while they are enjoying the day, we would have a chat with students and get to know them. Our ultimate goal is to introduce the new students to Monash University and the Aussie culture.

The success on the day will be measured using qualitative and quantitative factors. Factors such as: number of students at the BBQ, discussion with students, presence of Monash staff and feedback from Ali.

1.2 Project Highlights and Best Practices

Project Highlights:

• Teaching International students how to kick an Aussie football

• Hard work by team members paying off

• Praise given by our sponsor on our organisation skills and meeting student demand

Best Practices:

• Food Hygiene

• Preplanning and budgeting

• Communication

• Service Excellence

1.3 Project Closure SynopsisProject Closure Synopsis

Project has been completed (1 day event) and is now offi-cially closed.



2.1 Goals and Objec-tives Performance

• Enhance the student to student experience

• Enhance the student to faculty experience

• Aim for 80 students to attend the BBQ

• Aim for 5 faculty members to attend the BBQ

• Expose International students to the Aussie culture

• Introduce students to AFL

2.2 Success Criteria Per-formanceWe had a successful event and achieved most of our goals. The only goal we didn’t complete to our full potential was

the Australian Football information. As we were focused on food being perfectly cooked and ensuring everyone was fed well, we did not fully provide information about Australian Football.

We did not have a specific person measuring performance but had estimates and compared to actual data and measure our progress at the end. All the criteria were met.

• We had around 100 students plus Monash staff.

• Chatting with students we felt that they really enjoyed their lunch and really enjoyed the welcoming session to university.

• Finally Ali Richardson was really impressed and said “The event a real success and should have hired our team rather than the caterers to run the lunch in Se-mester 1 orientation day.”

PROJECT PERFORMANCE2



2.3 Milestone and Deliverables Performance

• Successfully hired BBQs and music equipment

• Successfully booked the venue

• Successfully organised Crown Energy Drinks to come to the BBQ

• Successfully organised help from PAL Ambassadors for the BBQ

• Approximately 100 students came to our BBQ

• All students seemed to be happy with the quality of the BBQ

Project Schedule OverviewAction Who Due Date Additional Information

High Priority/ UrgentName for the BBQ Everyone 17th May

Create Poster/ Leaflet draft Stephanie & Autumn 19th May

Send MONSU form via Ali Richardson to organise get

energy drink carAmandeep & Sami 1st June We don’t mind which energy

drink comes to our event

Book the venue for the BBQ Amandeep & Sami 1st June Needs to be done via Ali Rich-ardson

Book the BBQ’s for the event Amandeep & Sami 1st June Needs to be done via Ali Rich-

ardson

Book tables for the event Amandeep & Sami 1st June Needs to be done via Ali Rich-ardson

Book music player from MONSU Sami & Steph 1st June Needs to be done via Ali Rich-

ardson

Confirm details of the BBQ with Ali Amandeep & George 17th May

Medium PriorityDetermine food/ drink list Everyone June 1st

Find out demographics of new students Amandeep 30th May Need to know for catering pur-

poses

Organise staff members and ambassadors to attend George 30th May We would like at least 10 am-

bassadors and 5 staff members

Organise members from the Overseas Student Services

CommitteeSami 30th May

Create Budget Stephanie 1st June

Contact cultural clubs to attend BBQ Sameera 10th June

Finalise numbers for the BBQ Amandeep 1st June Our goal is at least 80 students

Organise photographer Amandeep 15th June

2.4 Schedule Performance




Project Schedule Control Process:

• Regular team meetings every fortnight since the project initiation

• A Facebook group was set up to allow for constant in-teraction

• Documents were created with updates on our project status

• Communication over our mobiles through text messages and phone calls

Project Schedule Corrective Actions:

• Started preparation earlier than planned

• We needed to purchase more food during the event due to having more people attend the event than anticipated

Action Who Due Date Additional InformationLow Priority

Send finished Poster to Ali Stephanie & Autumn 1st July So that it can be placed in the student information packs

Enlist Business Society Info Sameera & George 1st July Email BCSS Caulfield President

Get a list of all cultural clubs from MONSU Sami 1st July

Allocate roles for the event Amandeep 20th July Roles will not be permanent

Order meat from Coles Stephanie 10th July Needs to be ready to pick up on the 25th of July by 10am.

On the dayMeet at uni by 10am Everyone 25th July

Purchase food and drinks Stephanie & Sameera 25th July

Collect tables, BBQs and music equipment from Monsu

George, Amandeep & Autumn

25th July

Start cooking by 10:45am, Lunch starts at 12pm

Everyone 25th July

Clean-up Everyone 25th July

Return BBQs, tables and music equipment back to MONSU

Everyone



2.5 Budget Performance

We have exceeded Budget Performance by being $44 under our anticipated budget. We were able to keep costs down by not over buying food, replenishing items as they finished.

During the event we purchased more beef burgers and bread which was unexpected due to increased numbers. However our team was also able to minimize expenses by bringing a lot of the items needed for the BBQ such as utensils from home instead of buying them. This was decided because it

would have cost too much for a one-off event. Lucky we did this as we would have been over budget if we didn’t due to purchasing more food during the event.

We also didn’t need to purchase gas bottles because they came with the BBQs we hired.

Gift Card: $400Projected Expenses: $381.80Actual Expenses: $337.36Under Projected Budget by $44.44

Initial Budget:Based on estimations and actual prices


Food Price175 Sausages (Beef) $56

50 Burgers (Beef) $40

25 (6 bags) Vegie Patties $25

10 Loaves of Bread $10

65 Rolls $20

Tomato Sauce $4.40

BBQ Sauce $4.40

Mustard $3.50

Brown Onions $5

Bags of Salad $6

Dressing for salad $3.50

BBQ UtensilsTables Free, hiring from MON-

SU

Tongs $8

Gloves $5

Aluminum Foil Trays $2 each for a set of 2. Purchased 3. $6

Napkins $3

Spatula $2

Knifes $10

Foil $2

Rubbish Bags $2

Hand Sanitizer $3

Gas Bottle x 2 $60


Drinks Price

2 Coke Special on soft drinks 2 for $25 or 3 for $35

Coke Zero

Sprite Budget of $85 for drinks

Fanta

Water $8

4 Bags of Ice

Total $381.80



3.1 Resource Management

• Our major resource challenge was people. Having every-one on BBQ duties to provide an efficient and quality food service prevented us an opportunity to interact more with the new students.

• The smaller challenge was running out of beef burgers. We under estimated the popularity of the burgers and maybe could have responded quicker in running off to buy them before they ran out. A decision firstly had to be made whether we would buy more beef burgers due to the large quantity of sausages left at the time but in the end we balanced the numbers to ensure minimal wastage on food.

• Another issue which occurred after the event was that the BBQ we hired was damaged before we used it and our group got blamed. We took a photo of the damaged BBQ before we used it but this didn’t help.

3.2 Issue ManagementMONSU’s allegation of damage to their BBQ This issue re-solved by Ali Richardson agreeing to pay for half the costs to avoid a long and tiresome battle over unfounded accusa-tions by MONSU.

Allocation of members to the various BBQ tasks To ensure maximum productivity and ensuring students with differ-ent needs (e.g. vegetarians) were aware of their options and served as quickly as possible.

3.3 Risk Management

Project Risks Mitigated:

• We over rather than under cooked food to reduce chanc-es of health risks e.g. food poisoning (no reported inci-dents of food poisoning)

• We also wore gloves when cooking to try and minimize


Resource Management

Issue Management

Risk Management

Quality Management

Communication Management

Customer Expectation

Management

Lessons Learned

Post project Tasks Project Closure Recommendations

Acknowledgements



any food handling issues that could arise

• Our team was clever enough to take photos of the BBQ that was already damaged to attempt to prevent blame from MONSU however total risk was not mitigated. In hindsight, we should have reported it to MONSU before utilisation


N/A

3.4 Quality Management

• Ensuring high quality of the food and successful deliver-ance of our project was our main aim.

• To deliver a quality project, we planned the running of the day carefully and understood our duties on the day.

• While handling food, we followed all food safety and handling guidelines to ensure proper handling of food. This ensured a total wipeout of food poisoning chances.

• When preparing posters for the event, we ensured all group members looked over the final poster to ensure there were no spelling errors or mistakes and ensured everyone was happy with the final copy.

3.5 Communication Management

• Our Facebook group facilitated effective communication throughout the entire project

• Communication over our mobile phones also helped to ensure that any important messages were communicat-ed to individuals within our group quickly

• We also created word documents with status updates on our project. These outlined what had been completed and what still needed to be organised. These were very effective as at all times during the project our team was aware of everything that was going on or were able to find out.

• We also had meetings every fortnight which were very effective in planning what we still need to do and any issues that team members were facing



3.6 Customer Expecta-tion Management

Students• Created a fun environment to ensure new students were

having a great time

• When students were waiting for food, we kept giving them updates to help ensure that they weren’t getting annoyed waiting in a line for food

• Communication with Ali Richardson allowed us to iden-tify the demographics of the new students as well as any expectations that the new students would have

Ali Richardson, Manager of the PAL ProgramRegular meetings meant that we were aware of her expec-tations and made changes to ensure that we were meeting her expectations

Creating a plan that met these expectations allowed us to meet Ali’s expectations as we were aware at all times during the project

We also sent emails to clarify any points that we weren’t sure off

3.7 Lessons LearnedPositives

• Quality Production line – food prepared well and was ready to go when students came out for lunch (Ali Rich-ardson was very happy with this)

• Teamwork – everyone pitched in and there were no slackers

• Arranged for Amandeep’s brother to take photos

• Organised an external party to hand out free energy drinks (amongst the array of water and soft drinks that we provided)

• Well-organised with most shopping done beforehand to minimize time wastage in buying everything on the day

• Met expectations – we ended up under budget, mini-mised food waste with our just-in-time food buying and cooking

Improvements- Underestimation of the popularity of burgers

Issue: We bought more burgers on the go to attempt to cater for the unexpected needs but it then took time to cook themNext time: Must balance student wants with the extra costs of supplying burgers over sausages

- Music

Issue: Better organisation of the Music and knowing the pro-cedures to play music on the lawn so that we could increase the entertainment, value and vibe for the students (got some music played out in the end)

Next time: Inquire with Facilities Department beforehand on the procedures to play music on the lawn

- Time Management

Issue: Always an ongoing issue when catering for a large group. We could have kept reheating the onions and the cooked food better to ensure people did not receive cold food

Next time: Rotate the food in foil trays back onto the BBQ to reheat them

- Extra Activities

Issue: Should have initiated extra activities earlier. We were all too busy making sure everyone received food quickly that it took away from us interacting with students and teaching them Australian football and providing insights into our own uni life

Next time: Enlist more people to help with the BBQ so that it would free us up to interact with the students more

- Other innovative ideas

Issue: Amandeep realised that due to his relationship with the Essendon FC that he may have been able to grab some free tickets to a footy game. With that being said, we should have come up with more outside the box ideas to maximise the Australian experience we were after

Next time: Come up with value adding activities to create a better Australian experience such as getting some free foot-ball tickets

Individual Employability Skills Lessons- Leadership:

• Respecting and encouraging team members contribu-tions is important

• Communication is vital for effective leadership to en-sure all members of your team are aware of their re-sponsibilities

- Teamwork:

• Assigning each member tasks that suited their strengths allowed for an effective team that worked well together



as each member enjoyed what they were working on

• Communication was vital during the different stages of the project to ensure all members were up-to-date in what was going on and could help other members who were experiencing some issues

Planning & Organisation:

• Having a contingency plan in place in case it rained meant that our team was less stressed on the day be-cause we were prepared for any factors that could have affected our event.

• We were able to organise our event a lot easier because we created a plan at the start of the project which out-lined what we needed to be done and how urgent that task was

Initiative & Enterprise:

• Having a vision of what we wanted our event to be like was important during the stages of the project.

• Our event was unique because we organized Crown En-ergy Drinks to come. This added to the success of the event because it was something different that no one had really experienced before

• Having more value-adding activities would have made our event more successful than what it was. For exam-

ple, a raffle to win free tickets to a footy game would have been good.

Service Excellence:

• Effective planning of our service can be attributed to our success

• Communication between team members is also vital

• Allocating roles to each other ensured that we were be-ing very productive during our service and meeting our customers’ needs

• Having the food prepared on the time was important. Our group was complemented on the efficiency of our service in terms of serving food quickly. Ali Richardson said we were working like pros and were better than the catering company that they hired during orientation week, semester one 2013

Self-management:

• Important to keep assessing progress towards a target. For example, during the event we realized we weren’t hitting our target of providing an Aussie experience to the international students so we brought out a football and started interacting more with the new students

• All team members created goals which were relevant to the tasks that were assigned to them. This meant that we completed tasks more effectively.



PROJECT CLOSURE REPORT APPROVALS

4

Problem-solving:

• Worked out an efficient way to serve people. For exam-ple, while people were waiting for meat to be cooked, we served the vegetarians who were waiting in line to keep the line moving

• Used experts to resolve some issues; we had some is-sues playing music and discussed this with Monash Fa-cilities so we could resolve the issue

Technology:

• Hiring a specialist photographer with additional DJ skills meant that our event ran a lot more smoothly and allowed us to focus on our service

• We learnt that having a backup plan in case some of the technology we were using failed is very important. Fortunately, all the technology we were using worked, including the music player in the end.

3.8 Post project TasksThere are no outstanding tasks to be completed.

3.9 Project Closure RecommendationsOur recommendations would be for the next group to read

our closure report (and contact us if needed) to ensure they can build on our quality event, learn from our mistakes and undertake more ‘Australian’ unique activities and interac-tions to provide a better cultural integration experience. An-other recommendation is try and get an accurate estimation of anticipated attendance to ensure that the event can be properly catered for. Any future groups should ensure that all group members can work effectively in a team together as this made our project a lot easier to organise and run. Ali Richardson can keep our project closure report on file for review to any future groups to undertake this project.

3.10 Acknowledgements

• Ali Richardson Manager of the PAL Program

• Gary Ryan Director of Organisations That Matter

• MONSU Monash Student Union, Caulfield Campus

• Crown Energy Drinks

• Monash University, Caulfield Campus

• Randeep Singh CEO of Turbanised Photography

• PAL Ambassadors 2013

Prepared By Approved By

Name Role Name Role

Amandeep Singh Team Leader Amandeep Singh Team Leader

George Makris Team Member George Makris Team Member

Stephanie Marvelli Team Member Stephanie Marvelli Team Member

Sameera Wickramasinghe Team Member Sameera Wickramasinghe Team Member

Samiul Ahsan Team Member Samiul Ahsan Team Member



Enable your Student Leaders to Move Beyond Being Good!Student Development Programs

Gary Ryan from Organisations That Matter has been facilitating Student Development Programs since 1995 to rave reviews from students and staff alike.

Programs are tailored to the student outcomes that you desire while enabling students to fully understand and appreciate how student development relates to career success.

Gary’s workshops are practical and engaging while enabling students to ‘see’ the link between theory and practice. As a facilitator who works in the ‘real’ world Gary is able to provide students with a current perspective with regard to how they can leverage their time as students for career success. In a world where the sense of belonging that universities once provided for their students has become harder and harder to nurture, Gary as-sists student leaders in seeing how their campus activities and volunteering contribute to a bigger picture that is good for themselves, their university and their community.


Universities don’t rehire external providers unless they are of a high and deliver what they promise. Gary’s lost list of repeat university clients include:

• The Faculty of Business and Economics, Monash University (both undergraduate and postgraduate student development programs)

• The Faculty of Pharmacy and Pharmaceutical Sciences, Monash University (Undergraduate student develop-ment programs)

• The Faculty of Law, Monash University (undergraduate and postgraduate student development programs)

• Monash University Institute of Graduate Research (Higher Degree by Research student development programs)

• Monash University Injury Research Institute (Higher Degree by Research student development program)

• RMIT University (undergraduate and postgraduate student development programs)

• RMIT University George Alexander Scholarship program (undergraduate student development programs)

• Victoria University (undergraduate and postgraduate student leadership conference)

Gary’s programs include:• Exploring Leadership “Really insightful workshop that enlightens where many others instruct.” Eduar

do Neerhut, RMIT University

• Teamwork for Business - including the Teams That Matter® process for creating High Performing Teams “Fantastic! Had an absolute ball. Thought it was going to be all listening and taking notes but the activities were fun. Worth the time outside of study. Extremely useful. Now I just need to implement it.” Lauren Chen, Student Leader, Faculty of Business and Economics, Monash University

• Communication for Business “Once again another great workshop. Really hands on. Activities were really relevant. Workshop was engaging and informative throughout.” Stephanie Shield, Student Leader, Faculty of Business and Economics, Monash University

• Service Excellence for Business – including the OTM Service Strategy® for creating cultures based on service excellence “Really great session. It was a good insight and Gary was able to relate the theory with good real life examples that were clear/understandable. It was really informative whilst being fun. Some points were able to be viewed from different perspectives. Great learning experience. Thanks Gary.” Brittany Hallgren, Student Leader, Faculty of Business and Economics, Monash University

• Yes For Success Plan For Personal Success™ “Very motivating. Allowed clear, concise goals to be identified when previously ‘fuzzy’. Helped to guide / identify strategies to help achieve desired goals / outcomes. Forced more ‘internal investigation’ that had previously been put in the ‘too hard’ basket. Re-enforces the strength for personal / career growth when a plan can be followed and put into action.” Kelli Bradford, Faculty of Business and Economics, Monash University

• Project Management Series – real project by real students creating real community ben-efits “The workshops proved extremely helpful in enabling me to highlight employability skills and its link to what to do in the Leaders Program. In addition, the workshops were really helpful in providing me with knowledge on planning, organising and executing projects.” Bhararth Srinivasan, Student Leader, Faculty of Business and Economics, Monash University


• Using Project Management as an Overlay For Your Higher De-gree Research “It was a privilege to learn from Gary. His tools for success are useful and can be modified to suit individuals. I strongly suggest attending any of his workshops. In fact, I think all students should benefit from his knowledge.” Tessa Jones, PhD Candidate, Monash University

• The Science of Public Speaking “Incredibly inspiring and comforting environment. Very useful and informative. Gary has an energy and vibrant personality, very encouraging and practical. Thoroughly enjoyed the expe-rience. Kelsey Paske, Student Ambassador Faculty of Law, Monash University

• Relationship Management For Managers “Impressive seminar delivered by a very knowledgeable and modern/forward looking person in this area of relationship management. Very good structure of the workshop with hands-on practical examples and applicability to work environments. I feel privileged to have been part of the workshop and all my queries had been successfully answered. The workshop has definitely enhanced my knowledge and will prove useful in improving my organisational and communi-cation skills.” Girish Hurryvansh Aubeeluck, Faculty of Business and Economics, Monash University

• The Seven Skills of Dialogue“Very insightful series of presentations and discussions on the impor-tance of dialogue in communication with others in all walks of life – personal and interpersonal interactions. I appreciate your insight, knowledge and passion encouraging people to improve communica-tion skills and bring out their best! Thanks Gary.” Maria Tirca, Stu-dent Ambassador Faculty of Pharmacy and Pharmaceuti-cal Sciences, Monash University

Using his vast experience Gary can assist you in de-signing and implementing a student development program that matches the needs of your university and your students.

Visit http://orgsthatmatter.com/universities.html for more information or email Gary at [email protected]

http://orgsthatmatter.com/universities.html

mailto:Gary.Ryan%40orgsthatmatter.com%20%0D?subject=

mailto:Gary.Ryan%40orgsthatmatter.com%20%0D?subject=



Project Name & No. Project Delivery DateDodgeball: Commerce vs. Arts Tuesday 6th August 2013

Dodgeball: Commerce vs. Arts


(Project-3)

Prepared By

Name RoleLouise Taylor Team Leader

Alena Sen Liaison Officer

Natalie Ringenbergs Arts Procurement

James Chaplin Venue booking and marketing

Toby Lu Support and Monitor/Reporter

Shelly Judge Head Chef and Shopper




1

1.1 Project Background OverviewDodgeball: Arts vs. Commerce replaced our original project of a 1,000 steps fundraiser challenge for the Starlight Foun-dation. This event aimed to provide first year students with the opportunity to have fun, meet new people and be active at Monash Sport. Our objective was to attract 25-30 students to verse each other in dodgeball based on their faculty.


Project Highlights:

• Attracting 15 students to our dodgeball match and BBQ

• Running the event to time, having the BBQ ready upon completion of the dodgeball match

• Providing a platform for students to develop new rela-tionships with other first year and older students

• Generated a small amount of donations for the Star-light Foundation

Best Practices:

• Allocating tasks to each team member then success-fully completing each task

• Ensuring all team members were communicated with throughout the entire duration of the project

• Providing charity tins which allowed donations to made and further information about Starlight Foun-dation to be given to those who are interested

1.3 Project Closure SynopsisThis project is being closed as all project objectives and de-liverables has been met. The last action that needs to be taken is to ensure that donations are passed on to Starlight Foundation and relevant costs that need to be transferred are done.




2.1 Goals and Objec-tives Performance1. Raise $255 for the Starlight Foundation. We did not

achieve our goal of raising $255 for the Starlight Foun-dation from the proceeds to our event, based on the number of attendees on the day.

2. Advertise our event using a number of methods (Bus/Eco booking system, Facebook event, mid-year orienta-tion day, posters around Clayton Campus, promoting to other first year students attending other Leaders stu-dents’ events). We created an eye catching poster which was given to participants upon signing up, as well as utilizing all of the advertising methods listed above.

3. Attract 25-30 first year students from the Faculty of Arts and Faculty of Business and Economics. We did not meet this goal as we attracted 15 people to our event.

4. Cook a BBQ following the dodgeball match. We success-fully cooked our BBQ and provided enough food and drinks for all participants.

5. Work collaboratively as a team, ensuring that the work load was shared evenly. At times it was difficult to work as a team, with some team members being more in-volved than others. Overall all tasks allocated were completed.

2.2 Success Criteria PerformanceIn order to deem our project successful, we needed to create a fun dodgeball match for all participants as well as pro-viding a BBQ. Although we didn’t achieve the student at-

Budget Performance

Success Criteria Performance

Milestone and Deliverables Performance


Goals and Objectives Performance



tendance expected, the event ran to time and was fun and enjoyable for the first year students.

We also did not meet our goal of a donation of $255 to the Starlight Foundation using proceeds from the event. We had already made a donation to the Starlight Foundation for the purchase of merchandise (key rings) in the lead up to our in-itial event, the 1,000 steps challenge. We had approximately forty attendees register to attend this event however as we were unable to obtain a permit to fundraise at the 1,000 steps from Parks Victoria and uncertain weather conditions we abandoned this project. This did mean that we already had the sunk cost of the initial donation which we were un-able to recoup from the dodgeball match.

2.3 Milestone and De-liverables PerformanceDeliverables were achieved with high quality and perfor-mance. In respect to the dodgeball game, we have great feedback from those who played who found it very enjoy-able. As there were fewer members in each team, not only were the games short and sweet, but also the participants got a better chance to get to know each other.

In respect to the BBQ, the food was on time, and well cooked. There was also plenty of food which allowed each partic-ipant to have as much as they wanted without being con-cerned over equitable distributions.

2.4 Schedule Performance• Attended workshop with Gary Ryan and decided on

group project: 1,000 Steps Challenge

• Established Leaders Facebook group

• Had group meeting to discuss project and set tasks for each person. Decided on Starlight as a charity to sup-port. Decided we wanted to give participants a token of appreciation for attending our event.

• Created Facebook event for 1,000 steps. Reached 40 at-tendees.

• Donation of $255 made to the Starlight Foundation for the purchase of 50 starlight stars as well as completion and submission of sanction documents.

• Team meeting to discuss project.

• Louise contacted Parks Victoria to discuss running the fundraiser event at the 1,000 steps. Ranger stated it was unlikely that the event would be permitted as the 1,000 Steps is a memorial for the Kokoda Track and its associ-ated foundation.

• Met with Ali to discuss viability of project.

• Group meeting to brainstorm ideas for our new project, deciding on a dodgeball, Arts vs. Commerce match to re-place the 1,000 steps challenge.

• Louise liased with the Starlight Foundation to ensure that all sanction documents for the 1,000 Steps Chal-lenge were cancelled and organised the re-issue of sanction documents for the dodgeball match.

• James liased with another student to design a poster to promote the event. Two drafts were created, emailed to the team and voted upon.

• Natalie had a meeting with Arts PAL Faculty members and leaders to ensure their support of the event, and discuss avenues to attract first year arts students to the event.

• James was provided with feedback and logos (from Arts Pal program and BusEco faculty) which was used to cre-ate the final poster.

• Posters were emailed to Ali for printing. Re-printing was sent to Louise.

• All team members attended mid-year orientation to sign up members. Toby and Alena did a short spiel to the Commerce Orientation and Natalie did a short spiel to the Arts Orientation session to advertise our event. Cup-cakes were made and distributed to those who signed up to attend during the lunch in the dining hall.

• James organized hall and BBQ hire with Monash sport. Alena communicated and arranged booking payment with Ali.

• Louise organized a new Facebook event, Natalie adver-tised the event via the Arts Pal Program Mentees Face-book page, and organized the flyer to be sent out to all existing 1st year Arts mentees via email.

• Louise and Natalie sent reminder emails to first years who signed up on orientation day.

• Shelley purchased food for BBQ using the BBQ budget prepared earlier.

• Louise organised bread donation from Burwood Heights Bakers Delight.




The control process was characterized by our use of the Leaders Facebook page on which we could organize our-selves and distribute tasks.


1. Unable to do Starlight Walk, therefore project was changed to dodgeball match

2. Flyers were printed before final edits which required re-printing

3. Not as many people attended as expected. This meant that the size of each dodgeball team needed to be changed on the day

2.5 Budget Performance• Food and BBQ expenses were $116.50, which was be-

low the allocated budget of $150. However, given the lower than anticipated attendance there was a lot of food left over.

• Court hire was $42.60

• Aimed to recoup the $255 donation to The Starlight Foundation but only managed to raise $61 at the event, so loss was $194

• BBQ hire was $29.40



3.1 Resource ManagementThe project required several resources which were a venue (Monash Sport), food and relevant Starlight merchandise. To acquire these resources, it required forward planning such as prior booking of the venue and planning of how much food/drink was required. Measuring the amount of food/drink was difficult as number of people in attendance was difficult to estimate before the event.

Initially, our group had wanted to run a project at 1000 steps in Dandenong but this event failed due to weather and ven-ue concerns, so the rental of the venue was an added re-source, that we originally did not expect.

It is difficult to ascertain how these resources would be shift-ed towards other projects as all the resources we had were short-term or perishable. The venue was hired for two hours, including the use of cooking equipment and food/Starlight

merchandise were to be given away/sold. There is leftover Starlight merchandise that could be given to another project if it was in line with their aims and goals.

The project knowledge will be recorded via the use of this report and also the personal reflections of each team mem-ber. All team members would also be happy to discuss the event details if required to a prospective future project team. This project could certainly be run again but timing of the event would need changing. This event should be run in first semester rather than second. The creation of an inter-faculty event requires considerable planning and this must be ac-counted for by future project teams as gaining support from several faculties can be difficult.

3.2 Issue ManagementThe project has very few outstanding issues that need to be processed. All costs have been paid and team members re-imbursed. We would also like to contact the participants to express our thanks and gratitude for attending our event, as




3.1 Resource ManagementThe project required several resources which were a venue (Monash Sport), food and relevant Starlight merchandise. To acquire these resources, it required forward planning such as prior booking of the venue and planning of how much food/drink was required. Measuring the amount of food/drink was difficult as number of people in attendance was difficult to estimate before the event.

Initially, our group had wanted to run a project at 1000 steps in Dandenong but this event failed due to weather and ven-ue concerns, so the rental of the venue was an added re-source, that we originally did not expect.

It is difficult to ascertain how these resources would be shift-ed towards other projects as all the resources we had were short-term or perishable. The venue was hired for two hours, including the use of cooking equipment and food/Starlight merchandise were to be given away/sold. There is leftover Starlight merchandise that could be given to another project if it was in line with their aims and goals.

The project knowledge will be recorded via the use of this report and also the personal reflections of each team mem-ber. All team members would also be happy to discuss the event details if required to a prospective future project team. This project could certainly be run again but timing of the event would need changing. This event should be run in first semester rather than second. The creation of an inter-faculty event requires considerable planning and this must be ac-counted for by future project teams as gaining support from several faculties can be difficult.

3.2 Issue ManagementThe project has very few outstanding issues that need to be processed. All costs have been paid and team members re-imbursed. We would also like to contact the participants to express our thanks and gratitude for attending our event, as well as gaining their insight into the success of the event. Louise is working actively to ensure that the outstanding costs are reimbursed as soon as possible and as a group we will endeavor to gain insight into the pros and cons of our project and the event.

3.3 Risk ManagementProject Risks Mitigated:

There were several major risks that needed to mitigated. The major risk was that we would have no-one attend our event. We mitigated this by advertising through university channels

such as advertising on the BusEco booking system, using so-cial media such as Facebook and approaching students dur-ing the second semester Orientation Day.

We also did prior planning and pre-booked all venues and purchased food and drink in advance to ensure that all par-ticipants knew where the event was and would have food and drink provided to them with no delay or problems.

We also looked to give firm and clear instructions and ensure a controlled environment was present, to ensure that possi-bility of injury was low.


There are no outstanding project risks that are present. If participants feel the event went poorly, this may lead to a negative perception developing and may have an adverse ef-fect on the image and reputation of the BusEco program. All indications so far have led us to believe that the event was a success and this should not be the case.

3.4 Quality ManagementSeveral quality management processes were implemented to ensure that the project ran smoothly. The centerpiece of our event was the dodgeball match and therefore we ran a set of rules that many people would be familiar with. Wheth-er they played it during high school or watched the infamous “Dodgeball” movie, the rules hopefully were known to them and therefore allowed them to enjoy the game. This ensured that a good quality event was also conducted.

All advertisements we created and methods employed were critiqued by the group to ensure that it achieved the goals outlined earlier in this report. This also ensured that the advertisement was relevant and effective in its marketing purpose and most importantly, did not lead to unwanted problems such as being considered disrespectful or biased. Unless all group members agreed, then a piece of advertise-ment was not used.

We also ensured that all food and drinks served were safe to consume. This included checking expiry dates, getting the freshest produce possible and cooking the food properly. No food was served unless it passed inspection by three group members to ensure the health and safety of all participants.

Post-event contact with participants to gauge the success of the event will also help us verify whether these quality control measures were effective.



3.5 C o m m u n i c a t i o n ManagementThe project communication process was very comprehensive and we attempted to tap into all resources available to us. We utilized social media such as Facebook, presented our event to new students in both the Arts and Business and Econom-ics faculties during Orientation Day, approached them direct-ly to pitch our event and utilized university services such as poster boards and online booking systems. Approaching the students and Facebook were by far the most effective com-munication processes and definitely ones we would utilize again. The university booking system had no bookings un-fortunately and posters had minimal effect. Utilizing word of mouth and existing relationships in the university was crucial to us gaining success in our event. During the pro-ject, the decision was made to get the emails of prospective participants and to contact them on a semi-regular basis to ensure that they were reminded of the event, its benefits and the cost of it. This decision was important and one that was not initially considered.

3.6 Customer Expecta-tion ManagementCustomer expectations were managed carefully throughout the development and running of the project. When pitching these events to prospective participants, we were careful to not overhype the event and focus on the benefits it will have such as helping charity and meeting new people.

Participants expected to have fun, meet new people and receive free food and we were able to meet all these ex-pectations. We provided a relaxed environment for them to interact in.

Participants expected to be able to meet new people and this meant that the more people that were there, the better. Our turnout was on the lower end and made it difficult for us to meet this expectation. However, everyone was friendly and out-going and we were proactive in interacting with partici-pants to ensure they felt included.

Generally speaking, the expectations did not vary greatly



throughout the course of the project. The expectations of the participants were very similar to the goals we hoped to achieve.

3.7 Lessons LearnedSuccess:

The successes of the event were that we were able to cre-ate an event for a group of people that allowed them to interact in a friendly and comfortable environment, devel-op new relationships, support charity and most importantly have fun. We were able to overcome initial obstacles and create the event We divided responsibilities evenly, made plans which were sustainable and achievable and ensured that administrative matters such as pre-booking the venue were done well ahead of time. This ensured that all food and equipment required was ready before the event. There was strong communication between team members par-ticularly on the day and we were able to avoid any fights or major disagreements.

We were able to support charity whilst providing a plat-form for new students to meet and interact with each other and this was satisfying for all involved. The game chosen was great as it was relaxed yet provided competition be-tween all involved. Regardless of athletic or physical ability, participants were able to participate actively.

Shortcomings:

There were unfortunately some shortcomings in our event. Our initial plan of conducting an event at 1000 Steps failed as we did not have a well-thought out plan. Many details were missing and led to this event failing, after more than 25 people had signed up expressing their interest. There was also some miscommunication in regards to the pur-chasing of Starlight merchandise which unfortunately left us with a $255 cost. Whilst, communication improved as the group spent more time working together, it is impor-tant we do not get distracted. As close friends, it was easy to become distracted by other matters and therefore im-provements in planning, time management skills and com-munication were crucial to finally conducting a successful event.

Connection to the Employability Skills in your Lessons Learned section

Critically evaluate and address the needs of our targeted audience. We believed that first year students were keen to start their time at university in an environment rich with opportunities to develop new friendships. We also under-stood that the environment and road to establishing this

can be daunting. As such, we designed our project around activities that have proven success in bringing people to-gether – team building through sport and food!

Fair delegation of responsibilities

This assisted us in ensuring that everybody played an inte-gral role in successfully hosting the event. It was important that every leader felt as though they made a significant contribution to the event. It was vital to establish and en-sure that key tasks were accomplished in a timely manner e.g. pre-booking the venue.

Communication

We learnt the importance of constantly communicating and alerting our sponsor (the Faculty of Business and Econom-ics) to all matters involving financial assistance. Addition-ally, this key skill provided the group with confidence that the project was moving forward and addressed all issues that surfaced.

Rapid conflict resolution

Because our initial plans of hosting the event at the iconic 1000 steps could not progress we were forced to respond and rectify the issue in a timely fashion. We readdressed our previous viable project ideas, revamped our marketing strategy and communicated our issue to key personnel for advice.

3.8 Post Project TasksThe project has been completed and whilst it did not meet all our goals, particularly the number of people we wanted to participate and the donation amount, it was a success-ful event. We would like to communicate with participants about their experience to gauge their thoughts and what they feel could be improved. We hope to finalize the re-imbursement of outstanding costs with the Faculty of Business and Economics and will attempt other methods to raise the donation amounts we have generated for the Starlight Foundation. These tasks will be done proactively as a group with Louise acting as our liaison with the Star-light Foundation.

3.9 Project Closure RecommendationsThis project involved creating a dodgeball event for pri-marily first-year/new students and creating a platform for people to meet new people, help the Starlight Foundation



and have fun. We were able to deliver an event which satis-fied these criteria and no major issues arose during the day. Great care was taken to ensure that venue and food/drinks were provided and that health and safety were factored in during the planning stage.

In the future, we would recommend this even be run ear-lier during the first week of Semester One to maximize its effectiveness and also the target market available. This project has been accounted for financially as all costs have been met and have not exceeded budget at all.

Whilst not all our goals were met, we were able to still deliver an event which satisfied all participants and al-lowed the cooperation of two faculties, Arts and Business and Commerce to deliver an event which was to the ben-efit of students in both faculties. We are confident that all outstanding issues (which are very few) will be resolved in due process and we can proudly say that we have delivered an event which has met the key objectives we set out to achieve.

3.10 Acknowledgements• Gary Ryan, Director of Organisations that Matter

• Alison Richardson, Manager of Student Development at the Faculty of Business and Economics, Monash Uni-versity

• The Arts Faculty in assisting the recruitment of attend-ees

• Monash Sport

• Burwood Heights Bakers Delight in donating bread for our BBQ


Prepared By Approved By

Name Role Name RoleLouise Taylor

Team Leader Alena Sen Liaison Officer

Natalie Ringenbergs Arts Procurement

James Chaplin Venue Booking and Marketing

Toby Lu Team Member

Shelly Judge Head Chef and Shopper


Approval Date: 27 / 09 / 2013



Project Name & No. Project Delivery DateThe Best FAQing BBQ 24th July 2013

The Best FAQing BBQ


(Project-4)

Prepared By

Name RoleMiranda Chung Director

Sherwin Ho Financial executive

Jennifer Lieu Marketing executive

Hollia (Ho Kiu) Lam Creative director

Jacqueline Chan Public relations officer

Michelle Kan Project manager

Iris Liu Event day coordinator



Project Background Overview

Project Closure Report Summary1

The objective of this BBQ was to welcome first year students to Monash University by organising a BBQ event to allow them to settle into university. This included providing them a BBQ lunch complemented with a FAQs sheet and the opportunity to ask any additional questions from a student’s perspective.

1.2 Project Highlights and Best PracticesProject Highlights:

• Fed over 40 students

• Active engagement with the icebreaker activity

• Positive feedback from Monash staff and students

• Successful completion of the BBQ while meeting all our goals and objectives

Best Practices:

• Meeting and planning of the budget

• Well organised logistics

• Good hygiene measures

• Good preparation of schedule for activities

• Excellent teamwork

1.3 Project Closure SynopsisNone. Everything was completed on the day of the event.




2.1 Goals and Objec-tives PerformanceProject Highlights:

• To successfully run a BBQ for first year students

• To provide the students with useful and informative facts about the university

• To successfully run an ice breaker activity for the stu-dents

• To raise awareness of student life/services/faculties

• To provide opportunities for leadership roles and re-sponsibilities for all team members

2.2 Success Criteria Performance• No one was food poisoned

• There was sufficient amount of food

• Positive feedback from supervisor and students

2.3 Milestone and De-liverables Performance• Team vision alignment

• Delegation of tasks

• Engagement of all group members

• Purchase of materials

• Approval for student information flyers

• Booking of the sound system and BBQ

• Waste management

• Adequate number of flyers distributed

2.4 Schedule PerformanceProject Schedule Control Process:

• Facebook group for majority of information sharing and delegation of tasks

• Whatsapp group for basic group communication and up-dates

• Texting for follow up and logistics

• CC and Bcc of E-mails with Ali

• Google Docs for Sharing of budgets

• Team meetings with minutes recorded


• Buying more bread, because of unexpected demand.

• Location of set up (access to power, shielded from the wind, fire alarm free area)

• Music was restricted during the time of the BBQ due to university regulations but corrective action was taken (remained courteous and apologetic).

2.5 Budget Performance

$300 gift card

Less expenses as from the receipt

$250

= $50




3.1 Resource ManagementResources

• Esky for the drinks

• BBQ stove

• Food

• Transportation of food

• Venue hire

• Ice-breaker materials

• Music equipment

Challenges

• Choice of resources (esky was too small)

• Failure to clarify the on exact location of the BBQ

• Time management during initial stages of equipment

setup and starting the BBQ.

• Running out of bread

• Complaints from Monash security regarding the music played during the restricted hour.

3.2 Issue Management• Music: We were told off for playing music during the re-

stricted time (teaching time)

• Bread: We underestimated the amount of bread needed but fixed the problem with Sherwin purchasing bread from the campus centre


• Food poisoning

• Time management

• Meeting dietary requirements




None

3.4 Quality Management• Ensuring that the food was cooked thoroughly

• Making sure that there were sufficient flyers for every-one

• Effective time management

• Received positive verbal feedback from Monash staff and students

3.5 C o m m u n i c a t i o n Management• Facebook

• Email

• Phone (Whatsapp and text messaging)

• Face to face meetings

• Google Docs

3.6 Customer Expecta-tion Management• Staff: Ensuring that the BBQ lunch met the orientation

and teaching schedules

• Students: Providing information and lunch in a friendly manner

3.7 Lessons LearnedOverall

• Event management – including leadership and team-work skills

• Ensure that Monash University rules and regulations are complied with



Individual Employability Skills Lessons

• Leadership: Having a common vision and being able to put it into action and also motivating each other.

• Teamwork: Being flexible with roles, respecting other members, being inclusive of everyone, delegating tasks and responsibilities, collaboration and cooperation of the team, providing support and encouragement to oth-er team members.

• Communication: Used different mediums of commu-nication and communicated frequently. Ensuring that everyone understood their roles and responsibilities.

• Planning & organisation: SWOT analysis and creating budgets and strategies.

• Initiative & enterprise: Representing Monash PAL Pro-gram and responsible for our actions.

• Service excellence: Maintaining positive attitudes and enthusiasm and having high quality standards through-out the whole project. Collecting feedback to improve on future projects.

• Self-management: Be aware of individual personalities, strengths and weaknesses and take into consideration when making decisions and allocation of tasks.

• Problem solving: Be flexible, adaptive and develop inno-vative solutions.

• Technology: Facebook, BBQ, Phone (Whatsapp and text messaging)

3.8 Post Project TasksCompleting individual portfolios of the Leaders Program 2013.

3.9 Project Closure Recommendations• Using technology for communication is very efficient

• Don’t hesitate to ask others for assistance/clarification

• Work together as a team

3.10 Acknowledge-ments• Alison Richardson

• Amy (from MSA)

• Gary Ryan

• Monash University staff

• Monash University first year students

• Robyn Moroney


4

Prepared ByJacqueline Chan, Hollia Lam, Iris Liu, Michelle Kan, Jennifer Lieu, Sherwin Ho, Miranda Chung - Team Leader

Approved ByName Role

1 Sherwin Ho Financial Executive

2 Jennifer Lieu Creative director

3 Hollia Lam Creative director

4 Jacqueline Chan Public relations officer

5 Michelle Kan Project manager

6 Iris Liu Event day coordinator

7 Miranda Chung Director

Approval Date 04 / 10 / 2013


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Project Name & No. Project Delivery DateHollywood Fun Day Out 2nd August

Hollywood Fun Day Out


(Project-5)

Prepared By

Name RoleXinyu Xia Leader

Yu Li Book Keeping and Budgeting

James Li Book Keeping and Budgeting

Johan Lie Facilitating and Monitoring

Yue Sun Marketing and Selling

Suxia Duan Digital Design

PROJECT CLOSURE REPORT SUMMARY

1

1.1 Project Background OverviewHollywood costumes show is one of the greatest events throughout the world and is hold in Melbourne for the first time. Our team brought students to Hollywood costumes show so that they could have a unique opportunity to explore the world of Hollywood and make friends with each other. In the meantime, students could feel art of cinematic costume design and see the classic Hollywood Costumes. This project has created an entertaining and meaningful experience outside university environment.

1.2 Project Highlights and Best PracticesProject Highlights:

• Around 20 students participated from different faculties

• Hollywood costumes show is held in Melbourne for the first time

• A good presentation about costumes provided by tour guide

• A nice lunch after show



Best Practices:

• clearly task allocation to ensure the project ongoing

• effective marketing strategies via different channels (Facebook, twister, and so on)

• A reasonable budget plan

1.3 Project Closure Synopsis• Collect feedback from sponsors and student

• Transfer remaining money to sponsors

PROJECT PERFORMANCE22.1 Goals and Objec-tives Performance• Offering students a unique opportunity to explore the

world of Hollywood

• Educating students the art of cinematic costume design and seeing the classic Hollywood Costumes

• Creating an entertaining and meaningful experience outside university environment

2.2 Success Criteria Performance• We aimed to have 20 students come for exhibition. In

actual, 15 students came for the exhibition

• Managed to secure an educator-led tour as planned which enhanced students’ understanding of the art of costume design and overall experience

• Students were provided free lunch upon exhibition fin-ished

2.3 Milestone and De-liverables Performance• Managed to book an educator-led tour and tickets

• Designed posters to advertise on campus, PAL booking system and Facebook

2.4 Schedule PerformancePlanned Project Delivery Date: 10am -1pm Friday, 26th April

Team member duties and key dates:

• Promotion materials are ready by 7th April (include Facebook ad, poster, tickets).

• Everything to be finalised by the 8th April

• Elle: ticket booking and selling, booking for sport venue

• Johan: booking for restaurant

• Adele and Victor: poster and ticket design and printing

• James: meeting recording and writing proposal

• Li: budget and cost control


• We had regular meetings on campus and used Facebook, email, phone and Google Doc to exchange ideas and write project plan

• Informed Alison of our progress or change of the plan

• Kept each members informed about the progress of the project if someone was absent

• Kept a track record of dates, contents and outcomes of each meeting


• Project delivery date were postponed to Friday, 2nd August, 9:30am-1:30pm

• Sports activity were cancelled and lunch was optional

• Everything was finalised by 30th August

• Everyone was involved in selling tickets

2.5 Budget PerformanceRevenue

• Tickets selling price at $10 X 15 people = $150

• Tickets subsidy at $4 X 15 people = $60

• Meal subsidy at $150

• Promotion subsidy, including $10 for renting tables and $10 for printing flyers

Total revenue = $380

Expenses

• Tickets costing $14 X 15 people = $210

• Meal expense $60

• Promotion expenses including $10 for renting tables and $10 for printing flyers

Total expenses = $290

Net profit = $90, which was given back to our sponsor



PROJECT CLOSURE TASKS33.1 Resource ManagementWe need a table when we promote the event, and find out that it requires at student card with a payment for $10/table.

3.2 Issue ManagementTicket selling method is a major task for the event, as sug-gested by the supervisor, we tried the booking system at first. However, the one who clicked participate might not show up on the day since they did not pay. In the end, we choose to sell the printed tickets.


Weather is one of the concerns, people might not show up if the weather is unfavorable. Punctuality for the group en-trance is another one, as the delay might result in a default payment. Therefore, we gathered at the Flinders Street Sta-tion on the day half an hour before the assigned time.


The project is a one off event, and there is no outstanding project risks found yet.

3.4 Quality ManagementFirstly, we hold our weekly meeting goes on to make sure we keep in pace with the planning objectives. Secondly, we use one ticket one name method to avoid any mistakes in money collection

3.5 C o m m u n i c a t i o n ManagementAt the team level, we communicated through Facebook, We-Chat, phone call and weekly team meeting. At the external level, we used Booking System and Facebook for promotion and booking.

3.6 Customer Expecta-tion ManagementSponsor: AlisonRichardson

• Construct a high-performance team: each team mem-bers was assigned with a certain role and team had a clear vision

• Learn and develop a broad range of skills by project management: all of the team members attended a range of workshops and tried to implement what they learned by doing a real project

• Enhance student to student experience: the team launched a project providing opportunities for students from various faculties to make friends with each other

Students attending the project

• Enjoy costume show: the team arranged a tour guide to give detailed information behind each costume

• Meet new friends: the team introduced students to each other and broke the ice


We built up project management skills by doing an actual project.


- Leadership:

• Used Facebook and Google doc to keep each team mem-ber informed about the progress

• Hold a regular meeting by team members, with specific objectives of each meetings

- Teamwork:

• Team members worked closely to carry on the project

• Learned to contribute own ideas and solve conflicts

• Communication:



Planning & organisation:

• set up dates and deadlines

• prepared contingent plans for unexpected events

• organized materials for promotions

Initiative & enterprise:

• took initiative to do promotion regarding the project;

• negotiated a discounted price for group tickets;

Service excellence:

• recognized that each member’s output depending on other member’s contribution;

• understood the expectations of our customers;

Self-management:

• balance the time between studying and extracurricular activities

• devoted to the project and fulfill responsibility upon the project

Problem solving:

• handled unexpected events such as some students failed to arrive on time;

• calculated budget in details;

Technology:

• designed flyers and posters using professional soft wares;

• arranged online ticket booking system;

3.8 Post Project TasksWhat tasks, if any will be completed after the submission of this report?

3.9 Project Closure Recommendations• Identify a project that everyone has passion to do it;

• Get more helps from sponsors;

• Start the promotion early in the semester;

• Monitor the whole promotion process;

3.10 AcknowledgementsSponsor Alison Richardson, Student Development Under-graduate; Julie Ralph, Student Development Undergraduate;


4

Approved ByName Role

1 Xinyu Xia Leader

2 JYu Li Book Keeping and Budgeting

3 James Li Book Keeping and Budgeting

4 Johan Lie Facilitating and Monitoring

5 Yue Sun Marketing and Selling

6 Suxia Duan Role Digital Design

Approval Date: 5 / Oct / 2013



Approval Date: 5 / Oct / 2013

Bounce Day, Team #1

Project Name & No. Project Delivery DateBounce Day, Team #1 Friday, 2 August 2013


(Project-6)

Prepared By

Name RoleAdrian Curro Team Leader – Marketing Assistant & External Communications

Xing Yeh Team Member – Marketing Coordinator, Internal Communications & Finance Officer

Ardisa Wibowo Team Member – Marketing Coordinator & Internal Communications

Aloysius Ho Team Member – Marketing Assistant & Catering Coordinator

David Wang Team Member – Marketing Assistant

Lauren Ho Team Member – Marketing Assistant

Chris Wells Team Member



PROJECT CLOSURE REPORT PURPOSE

The Project Closure Report is the final document produced for your project and is used to assess the success of the project, identify best practices for future projects, resolve all open issues, and formally close the project.

PROJECT CLOSURE REPORT GOALS

This Project Closure Report is created to accomplish the following goals:

• Review and validate the milestones and success of the project.

• Confirm outstanding issues and recommendations.

• Identify project highlights and best practices for future projects.


HOw TO USE THIS REPORT TEMPLATE - OVERVIEw



1 PROJECT CLOSURE REPORT SUMMARY

1.1 Project Background OverviewThe project was delivered at Bounce Inc, a large indoor tram-poline park located in Glen Iris. The goals and objectives of the team project were:

• To facilitate a fun-filled and social activity for first-year BusEco students

• To enhance the first-year student experience

• To provide a platform for expanding the participants’ network of friends and contacts

Success criteria for our project included:

• To reach a targeted group size of 20 students (including the 7 BusEco Leaders)

• To attain a 100% injury-free event outcome

• To have enhanced the first-year student experience

• To have enjoyed a fun-filled, social activity

• To have made new friends


Project Highlights:

• Successfully liaised with student bodies and other Monash University associations (e.g. MSA, Monash Uni-versity Campus Management, Venues Office) to proceed with our project marketing activities.

• Achieved great success in recruiting interested partici-pants during Orientation Week.

• Had a highly enjoyable time on Bounce Day with all participants engaged in the various activities offered at Bounce Inc

- Managed to defeat a group of small kids in a dodgeball contest. NB: Small kids can be tough to beat! They are light and nimble and have smaller body surface area, making them difficult to be ‘out’.

• Received positive feedback from the Bounce Day partic-ipants, who all recommended the event to future first-year students.

Best Practices:

- Strategic decision-making:

• Initially the team had decided upon the project idea of The Amazing Race (sports-based). Concerned with the time involved in creating race schematics and the level of interest the targeted students would regard this pro-ject idea, we made an executive and unanimous decision to cease proceeding with this project idea. This was a good decision to make at the time as it is always less costly to do so during the planning stage of a project rather than during the implementation/execution stage. We turned our focus towards brainstorming new project ideas and finally decided on Bounce Day.

• It was strategic for the team to market the Bounce Day event and also set up a registration & fee collection ta-ble during Orientation Week. In our view, this allowed us to market the idea to our “target audience” and thus maximise the number of registrations.

- Clear separation of duties:

• During the initial enquiry and survey stage of our pro-ject, we knew that the Team Leader would be the one responsible for making direct enquiries to Bounce Inc regarding issues such as pricing and payment options.

• We also clearly divided up the Team Members into mar-keting teams for both Clayton and Caulfield campuses.

• We also clearly decided on the Team Member who would be responsible for managing the lunch catering for the actual project launch day (i.e. on Bounce Day).

• By having a clear idea of which Team Member was re-sponsible for what sort of tasks, we were able to have a clear objective in mind and execute them accordingly,



without any risk of interference or doubling-up in duties. We feel that this ensured our project was able to run smoothly during these initial stages.

Clear and constant communication:

• It was important for all team members to be up-to-date with the project progress and any communications between team member(s) and external party. We had adopted the practice of “CC” other team members in all email correspondence. We had also set up a Facebook group dedicated to all project discussions. This was a wise decision given the difficulty to coordinate each team member’s schedules and find a time when all members were free to attend a face-to-face meeting/discussion.

- Awareness and utilisation of available resources:

The ability to include a project flyer in Orientation flyers and have an online event registration system set up assisted

us immensely in the marketing stage of our project. We were able to spread word of our project event before and during the most critical stages of our project’s marketing phase. We would not have been able to utilise this resource if not for Ali notifying all BusEco Leaders.

1.3 Project Closure SynopsisProject Bounce Day was successfully launched on Friday, 2 August 2013. This project is now being closed as all project objectives and deliverables have been satisfied. All team members are in agreement on this.



2 PROJECT PERFORMANCE

2.1 Goals and Objec-tives PerformancePlease refer to Section 1.1 of this report for the original project objectives. The overall actual project performance achieved all the intended project objectives.

1. To facilitate a fun-filled and social activity for first-year BusEco students

The target audience for Bounce Day was first-year BusEco students. We had ensured that it was indeed first-year BusE-co students that participated in Bounce Day by strategically planning our marketing activities during Orientation Week and confirming with the students, as they registered, their first-year status. Not only did Bounce Day include a two-hour session at BounceInc, we tried to maximise opportunities for fun and social interaction by catering for (an opt-in) lunch. We strongly believe that we were able to achieve this objec-tive. All Bounce Day participants participated in the various activities offered at BounceInc and it was evident that the atmosphere of the day was light-hearted and energy-filled.

2. To enhance the first-year student experience

We believe that Bounce Day was successful in enhancing the first-year student experience. Our belief is based on our ob-servations on the day. Furthermore, we prepared feedback sheets, which included this objective as a feedback question.

Out of those who responded, they had all agreed that Bounce Day enhanced their first-year student experience and that they would recommend Bounce Day as an activity for future first-year students to participate in.

3. To provide a platform for expanding the partici-pants’ network of friends and contacts

On Bounce Day, we could see that as the day progressed the event participants became quite social with both the BusEco Leaders and other fellow first-year participants. Some of the BusEco leaders had even witnessed the exchange of contact information between the participants. From this it can be in-ferred that we were able to use Bounce Day as a platform for expanding the participants’ network and friendship group.

2.2 Success Criteria PerformancePlease refer to Section 1.1 above for details of the project success criteria. Our evaluation of actual project perfor-mance in terms of the project success criteria is as follows.

1. To reach a targeted group size of 20 students (including the 7 BusEco Leaders)

We would like to acknowledge that most team members had put in considerable effort to maximise the probability of suc-



cess of this success criterion. Despite such efforts, unfortu-nately our project did not achieve the intended 20 student group size.

From a registration and fee collection standpoint, our project had achieved a group size of 19 students (including the 7 BusEco Leaders).

However, despite efforts to remind the participants prior to Bounce Day of event details and to urge their participation, the actual group size on Bounce Day was 14 students (in-cluding the 7 BusEco Leaders).

2. To attain a 100% injury-free event outcome

This success criterion was successfully met. No injuries were sustained on Bounce Day.

3. To have enhanced the first-year student experience

This success criterion was successfully met. Based on the BusEco Leaders’ observations and supported by feedback sheet results, the first-year student experience of the par-ticipants was enhanced. We believe Bounce Day will be an event which the first-year student participants will speak of and remember fondly. Based on the responses in the feed-back sheet, Bounce Day is either a recommended or highly recommended event to future first-year students, which is a great outcome!

4. To have enjoyed a fun-filled, social activity

This success criterion was successfully met. Throughout the two-hour session at BounceInc, everyone actively participat-ed in the various activities and maximised the opportunity to be engaged. For instance, after participating in one activi-ty there was a sense of ‘rushing’ back in line for another turn or ‘running to queue up’ for another activity. There was no dilly dallying around. Even whilst waiting, it was observed that the first-year students would engage in social conver-sation. The mood throughout the day was certainly one that was happy and fun-filled.

5. To have made new friends

This success criterion was successfully met. Based on the amount of social interaction observed on Bounce Day and the exchange of contact information between the partici-pants, we can safely conclude that the participants had ex-panded their friendship circle.

2.3 Milestone and De-liverables PerformanceThe project was delivered with high quality as we managed to get 7 students to turn up during the actual day. The re-sponse from the attendees was positive and some of them said “it is well recommended to try this activity”. Fortunately,

everybody managed to get to the place safely and there was no injury during the activity.

Regarding the major project milestones:

Project Origination stage.

Deciding on a final project idea took two face-to-face meet-ings and frequent communication via facebook/email. Such communication was necessary, however not all team mem-bers were fully engaged throughout the process. We would attribute this, in part, to a large team size. Fortunately we decided on the final project idea as a team.

Marketing.

The actual use of a promotional flyer, marketing via O-Week seminars and setting up a registration table numerous times worked well. Despite the use of these marketing tools, we were still unable to achieve the targeted number of partic-ipants. We would thus categorise this as a partial success.

Booking of venues.

Booking of the BounceInc venue was executed well, but largely due to the support we received from our Project Sponsor. The booking of a university venue for setting up the registration table was not executed as well, due to last minute enquiries but also due to competing advice from uni-versity associations. We were lucky to secure a venue and table for the days we required it.

Execution/Project Delivery.

All team members were punctual. The event adhered to the schedule. We were able to ensure that all participants left the venue safely.

2.4 Schedule PerformanceProject Schedule Overview:

There were four main activities that needed to be completed by certain dates. These activities included:

• Deciding the project idea (due by the second Project Management Workshop on Wednesday, 10 April 2013)

• Making initial enquiries (to be completed no later than end of June 2013)

• surveying the location (to be completed no later than Friday, 19th July 2013)

• Marketing (to be completed no later than Monday, 29th July 2013)



• Project delivery (due on Friday, 2 August 2013)


Group meeting to decide on what kind of activities

Keep Ali updated with the project survey and process

Check the available date for the activity with Ali so that it would not clashed with the activities in university as well as with the other PAL group

Project Schedule Corrective Actions:

• Initially, the project delivery date was set to the second week of University (9th August 2013). However, after a careful thought, it was best to deliver the project in the first week of university (2nd August 2013).

•

2.5 Budget PerformanceBudget Overview:

Cash revenue consisted of receipts from interested partici-pants. The price was $5 per ticket/entry. The team managed to raise funds from twelve (12) interested BusEco student participants, amounting to Total Cash Receipts of $60.00. Cash expenses can be divided into two categories: 1) Ori-entation Week – registration table setup and 2) Project Day – Catering expenses. The project cash expenses were cal-culated based on the ‘amount paid’ rather than the ‘amount incurred’. For the first category, expenses totalled $19.40. The second category of expenses amounted to $90.45. Thus, To-tal Cash Expenses were $109.85.

The difference between Total Cash Receipts and Total Cash Expenses saw the project finances result in a Cash Deficit of $49.85.

Budget CalculationCash Receipts

Cash collected from student registrations $60.00

Less Cash Expenses

Orientation Week – registration table setup

Orientation Week – registration table setup

Receipt Book 3.50

Decorative materials (1) 4.00

Decorative materials (2) 7.90

Confectionery 4.00 19.40

Project Day – catering expenses

Pizza 77.50

Beverages & tissue paper 12.95 90.45 109.85

Cash Deficit $49.85



3 PROJECT CLO-SURE TASKS

3.1 Resource Management

The resources we used for our project included the following:

Venue booking for setting up a table during O-Week. We had made enquiries about venue booking. However this was not successful due to competing advice from different university associations. However we were able to resolve this by arranging for a table at Rotunda during Orientation Week.

Public transportation.

We gave the participants two options: Either (1) meet us at the Bounce venue, for which we provided them with di-rections, or (2) meet a few of us BusEco Leaders at Glen Waverley Station so that we could travel together to the Bounce venue. We helped to research transport times from different departure locations. This was done well with no issue.

People resources.The major issue was that one team member did not re-gard our project with much importance, which was often reflected by their non-attendance, lack of communication and lack of punctuality.

3.2 Issue ManagementMajor issues we faced during the project included:

- Booking a venue for marketing purposes during Orientation Week.

We had made enquiries at Monash University Campus Centre Management who referred us to the Venues Office. However the Venues Office referred us back to Monash University Campus Centre Management. When given de-tails for a contact person in relation to booking a venue, the contact person then referred us back to the Venues Office. Luckily we were able to borrow a table for our mar-keting purposes at Rotunda during Orientation Week, as these formal channels were ineffective.



- Achieving the targeted number of participants to actually attend the Bounce Day event.

We had 19 participants confirmed for Bounce Day, including the 7 BusEco Leaders. However only 14 of us turned up for Bounce Day. We did send an email reminder to the partici-pants, which was not quite effective. We believe the partic-ipant rate could have been better if we had sent a phone reminder a few days prior.


Bounce Day was an off-campus event. Therefore the insur-ance was covered by the university. This helped to mitigate risk of accidents.

Outstanding Project Risks: N/A

3.4 Quality Management

Regarding our Project Plan, we had submitted it to Ali well beforehand. As planning continued, we kept Ali up-to-date on all issues and actions taken. Ali was able to provide us with feedback and, at times, much-needed direction. This ensured that our project plan was feasible and likely to be executed successfully.

A major promotional resource we used was the Event Flyer. We ensured that the contents were error-free by proofread-ing it and getting team members to check over it. Ultimately, Ali reviewed it for us, made necessary changes and gave us her seal of approval.



3.5 C o m m u n i c a t i o n ManagementThe communication process in this project is good. We de-cided to use Facebook as our main communication media as to discuss the progress. We did exchange our phone numbers during the initial project management workshop. However there are some members who did not actively responded during the process. There are no changes with the communi-cation process during the project.

Various channels of communication that we used included:

• Mobile phones (calls and SMS)

• Facebook (private page)

• Face-to-face meetings

3.6 Customer Expecta-tion ManagementThe student participants did not really express their expec-tations towards this project. However as a basic expectation, they would have expected to be involved in a fun, social outing. They showed their excitement towards this project. Based on their positive feedback, we believe that we met their expectations.

Ali, the Project Sponsor, was also our project customer. Her expectations included for us to have spoken with relevant parties, including Bounce personnel, the Monash Students’ Association and Venues Office, well in advance. She also expected us to have surveyed BounceInc location and sur-roundings, thought through the marketing and registration process, and to regard the project with high importance. We tried to meet her expectations by ensuring all deadlines were met and any issues encountered were raised with her as soon as they arose.


Reflecting on our project performance, we have identified ar-eas of success and areas of improvement. In particular, team communication, planning and organisation could have been better executed.


- Leadership:

• Ensuring that all team members have a common under-standing and awareness of project issues and expecta-tions.

• Ensuring that each team member has clear objectives in mind, both at group level and individual level.

- Teamwork:

• We learned that a larger team presented several difficul-ties in the smooth running of the project. In hindsight, a smaller team will allow for better communication and teamwork and thus greater efficiency.

- Communication:

Team members needed to be actively aware of deadlines and be responsible for tending to these activities as a team. In particular after the submission of Leaders Report #3, many last minute changes were submitted. These changes should have been brought up and discussed beforehand as a team and then incorporated in the Leaders Report. Furthermore, the report should have been prepared and discussed as a team early in advance. In this case, the fact a Leaders Report was due seemed to have been overlooked by several team members, and thus when pointed out only provided limited opportunity for team discussion and team agreement on the various issues. As a result the report submitted fell below the necessary standard.

- Planning & organisation:

• Ensuring that mobile phones are fully charged on the day of the event

• Although the idea of setting up such a table was well-founded and necessary, the planning and execution surrounding it could have been better. Enquiries with MSA and the Venues Office, regarding booking an area to set up a table during Orientation Week and borrow-ing a table, should have been made much earlier, say 2-4 weeks prior to Orientation Week. We did not do this until 1 week beforehand and as expected experienced great difficulty in getting this organised. It was partly luck that we were able to set up a registration and fee collection table during Orientation Week and Week 1 of Semester 2, as such a setup proved vital to the success of our project.

• Based on feedback from the Bounce Day participants, it was voiced that perhaps transportation could be organ-



ised in the future. Our plan was for the participants to meet us at the Bounce venue as this had been advertised prior to Bounce Day in our marketing materials. However we did provide the participants with an alternative, which involved meeting up in Glen Waverley and travelling to-gether to the Bounce venue. We think that it may be a good idea to have a bus organised for next time, to take everyone to and from the venue. We could have made en-quiries about this to find out the feasibility of such an option.

• When planning the lunch catering, we were discussing where lunch would be held after the session at Bounce. Having surveyed the surroundings we knew we could not bring outside food into the Bounce venue, which was

our plan. Thus, our plan was to hold an outdoor lunch at the nearby park, which is less than a 5-minute walk from Bounce. In the event it rained on Bounce Day, our backup plan was to hold the lunch at Caulfield campus. Trans-port would involve BusEco Leaders driving to Caulfield and others catching the direct bus. It was the right thing to have surveyed the internal and external surroundings of the Bounce venue beforehand. It had rained on Bounce Day. Having turned our mind to possible scenarios and ca-tered for such contingencies, we were able to run Bounce Day rather smoothly.

- Initiative & enterprise:

• We believe it was the right choice for us to have marketed Bounce Day via various means – i.e. setting up an online booking system for registration, A3 posters around cam-pus hotspots, A4 flyers in Orientation showbags, verbal promotion during Orientation seminars, and setting up a registration and fee collection table during Orientation Week and Week 1 of Semester 2. It was also the correct decision to market the project only at one campus, being

Clayton campus. It was easier to manage and easier to coordinate/explain transportation issues to the keen par-ticipants. We also believe that these marketing activities were executed in the right sequence (as detailed above). We believe this enabled us to maximise our marketing ef-forts and encourage maximum interest and participation. They should be followed next time. To improve, perhaps the project could have been marketed via the Orienta-tion ePlanner and also the registration and fee collection table set up an additional time during Orientation Week along with the other clubs and societies.

- Service excellence:

• It was highly important that participants were fully sat-

isfied with the way the event was executed. We catered for this by being flexible with the participants that had to leave early.

- Self-management:

We learned that time management is pertinent in juggling our individual commitments with university obligations.

- Problem-solving:

It was difficult to organise face-to-face meetings where all team members could attend. Thus we had to rely on other means of communication such as setting up a facebook page to ensure that we could still maintain regular contact.

Technology:

• We learned how to create marketing flyers using available software tools.



• We were able to utilise a number of communication me-diums to ensure regular contact between team mem-bers.

3.8 Postproject Tasks

There are no outstanding project tasks to be completed fol-lowing submission of this report to both Gary Ryan and Ali, our project sponsor.

3.9 Project Closure RecommendationsIt is with the following recommendations that we seek to close our project:

• Approval from the Project Sponsor.

• Approval from all Project Members, including Project Team Leader – all project objectives and criteria have been delivered and met.

Our recommendations to future project teams include:

• Be creative.• Make enquiries and do your research well in advance.

• Do not leave things to the last minute.

• Ensure that you maintain regular communication with your team members as well as the Project Sponsor.

• Ensure that all team members have a common under-standing and awareness of all project issues.

• Survey all possible transport options and choose the one(s) that would be most appropriate and with mini-mal risk.

• Budget your finances and try to stick to budget.• Ensure participants’ attendance by contacting them by

phone a couple of days prior.

3.10 AcknowledgmentsAlison Richardson, PAL Program Manager & Project SponsorGary Ryan, Director of Organisations That Matter Shane Ste-phenson, BounceInc Customer Service Supervisor BounceInc Personnel


4

Prepared ByName Role

Xing Yeh Marketing Coordinator, Internal Communications & Finance Officer

Ardisa Wibowo Marketing Coordinator & Internal Communications

Approved ByAdrian Curro Team Leader

Xing Yeh Team Member

Ardisa Wibowo Team Member

Lauren Ho Team Member

Aloysius Ho Team Member

David Wang Team Member

Chris Wells Team Member

Approval Date: 10 October 2013


dentifying the success you desire for your career and/or your life is one thing, managing the various hurdles and interruptions that life puts in your way is another.

Imagine for a moment what life would be like if your biggest frustrations and concerns were no longer present in your life. Seriously, what would that feel like?

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CREATE MORE SUCCESS ‘Beyond Being Good’ Mentoring Options

I

What’s on offer?You will receive one on one mentoring with me, Gary Ryan, founder of Organisations That Matter, expert facilitator, author and executive coach.

Think about it. What is living a balanced life worth to you?

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What will that be worth to you, if from nothing else but a financial perspective?

A single promotion, a single pay rise, the opportunity to land a better job, improv-ing relationships that matter to you will more than pay for themselves through your investment in this mentoring program. In fact, I even guarantee this service. In other words, if you don’t believe that you are getting value that is at least equiv-alent to your fees, then I will refund you 100% of your fee. It really is that simple.

In addition to working one on one with me so that we focus 100% on your journey, you will receive exclusive access to a full suite of resources that include:

• Full membership to the Yes For Success platform for planning for and executing a life of balance and success

• Access to an online What Makes People Tick Personality Profile Assessment;

• Automatic enrolment into the What Really Matters For Young Professionals! Online Program which includes a wide range of extra information, tools and templates that are not included in the book (by the way, if you are a Senior Manager and are con-cerned that this material may not be ‘for you’, see what Malcolm Deery, Group General Manager for Health and Safety at the Programmed Group had to say about the book which he shared on Amazon.com:

- “Like all “truths” that underpin the world we live in, which is what this book talks to, it is expressed simply but rich in meaning. I would encourage Young Professionals to keep this book at hand as the learning value will come form regular reading and re-reading and thereby allowing the principles to unfold iteratively. It is a book that very much lends it-self to an ongoing refresh approach to personal development. Also, the Young Profession-als title can be deceptive. If you are more mature in your career but haven’t been able to:

1. Use stories to engage and lead people 2. Identify and apply personal values in your “brand”, 3. or you don’t appreciate the strengths of healthy, or the limitations of poor mental models this book provides a richness of learning opportunity to en hance your leadership style and value.” Malcolm Deery.

• Automatic access to the video 10 Factors For Motivating Employees;• Automatic access to the Teams That Matter® video;• Discounted access to new resources and materials as they are released.

So how does this work?The mentoring will take place via Skype and/or Google Plus hangout.

The service includes:1. Any number of 60 minute mentoring sessions (you define how many sessions that you wish to have or you purchase a 10 session package that results in a 20% reduction in your fees)

This service is for you if:

• You are unsure about your current direction;• You would appreciate an independent perspective;• You have limited access to experience;• You wish to go to the ‘next level’ in your life/career; and• You recognise the value being offered by this service.

Your Guarantee!Remember you are guaranteed to receive at the very least equivalent value for what you have spent.

This is how confident I am that I can help you to achieve the success you desire. I am willing to risk my time work-ing one on one with you! This is a no risk opportunity!

Act Now!Purchase a 10 x CREATE MORE SUCCESS Sessions package and receive a 20% discount off the total price of the package!

You will also receive access to resources (videos, slideshare productions, assessment tools and more) that are only provided to long term coaching/mentoring clients. Access to these resources is maintained while you remain a client.

Traditional Mentoring/Coaching ProgramIf you would prefer a more traditional in person mentoring/coaching option, please email [email protected] to discuss this option (Please note that corporate rates apply for in person mentoring/coaching programs).I look forward to helping you to achieve your personal and professional goals.

Still Not Sure?Why not register for a complimentary 20 minute Skype conversation to see whether this approach for enabling you to create the success your desire is right for you.

Potential Tax BenefitsPlease check with a Qualified Tax Accountant but various countries around the world allow the investment that you make in your own development to be included as a deduction on your taxable income.

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Project Homie

Project Name & No. Project Delivery DateProject Homie 07/08/13


(Project-7)

Prepared By

Name RoleSimon Tuong Project Manager

Cordelia Foo Procurement, Logistics & HR Director

Thilan Hallock Chief Barbeque Officer

Godwin Wong Promotional Manager

Branislav Zivanovic Finance Officer

Adityayan Banerjee Chief Mascot



PROJECT CLOSURE REPORT GOALSThis Project Closure Report is created to accomplish the following goals:

• Review and validate the milestones and success of the project.

• Confirm outstanding issues and recommendations.

• Identify project highlights and best practices for future projects.

PROJECT CLOSURE REPORT PURPOSEThe Project Closure Report is the final document produced for your project and is used to assess the success of the project, identify best practices for future projects, resolve all open issues, and formally close the project.



1 PROJECT CLOSURE REPORT SUMMARY

1.1 Project Background Overview

The aim of our project was to involve first year students in a game of social indoor soccer

• Our original project was to bring awareness to the is-sues of homelessness in Melbourne with first year stu-dents. However, we decided to change our project as it proved too difficult to communicate and work with char-ity groups.

• Our indoor soccer event was designed to facilitate first years making friends with each other in a relaxed social setting.

• The success criteria was based on the success and par-ticipation of our attendees. The attendance rate far exceed our expectations and all players who attended participated and enjoyed the day overall with much pos-itive feedback from the players.


Project Highlights:

• The amount of attendees far exceeded our expectations

• The team worked extremely well together and no con-flicts arose between team members.

• Everyone, both attendees and organisers, enjoyed the social event

Best Practices:

• We all managed to organise 2 team meetings very ear-ly on so that we were able to plan the majority of our project

• We utilised effective means of communications to en-sure a smooth project delivery

1.3 Project Closure Synopsis

The supermarket receipts and the remaining value on the supermarket gift card need to be returned to Ali



2 PROJECT PERFORMANCE

2.1 Goals and Objec-tives Performance

Initially, our project was to work with a charity to raise aware-ness of homelessness in Melbourne however, we found this wouldn’t be possible in the timeframe we had and so made the decision to change our strategy and direction to a indoor soccer match.

The aim of the project was to get the first year students to participate in socially engaging indoor soccer round robin.

Our attendance target was 30 first year students.. We planned to have a BBQ after the soccer tournamen.t.

2.2 Success Criteria PerformanceDue to a mistake in the booking of the courts, we only had one indoor court, and therefore we could not run two con-current games as per our plans for the round robin. However, students still took turns playing on the one court.



We exceeded our goal of 30 students. During the game, some team members started cooking the sausages for the barbecue. Students came outside to the barbecue after they had finished playing, However, since students took turns playing, they finished at different times and therefore stu-dents attended the barbecue in staggered stages. This was good because it meant that the demand for the food did not come all at once, but it meant that students did not mix and mingle as much as they otherwise might have if all students had been present at once.

We managed to organise the team bibs and the scoreboard as well at no cost.

2.3 Milestone and De-liverables Performance

The team was able to produce an event of high quality, delivering great value to all students that attended . This was demonstrated through a fun yet competitive indoor soccer tournament with a great time of social-ising over a BBQ afterwards. First year students had an opportunity to meet other students and become better integrated into the Monash community.

2.4 Schedule PerformanceProject Schedule Overview:When we called our first meeting, we soon realised the real-ity of how our initial plan was not going to work. Upon this

realisation we created a contingency plan which we resort-ed to in the end. The majority of our project went relatively smoothly. We managed to organise the soccer courts very early which allowed us to plan our marketing efforts earlier. On orientation day, we managed to gather a few participants as we were able to place our marketing material in the ori-entation showbags.

Project Schedule Control Process:The team communicated via a Facebook group which we were all able to openly discuss ideas and issues. We regular-ly communicated to ensure group members had an assigned task and a deadline to complete that task. Project Schedule Corrective Actions:

Project Schedule Integration with Manag-ing Project:Initially we planned to organise a volunteer event where students had the opportunity to serve those less fortunate in our community. Various obstacles were faced in executing this idea and so the team decided to change our plan and hold an indoor soccer tournament for new students.

2.5 Budget PerformanceWe originally budgeted to spend $100, based on prices we had researched from supermarket websites. We received a $100 gift card from Ali to be used at a Coles supermarket.

In the end, we spent approx. $70 due to being able to econ-omise on expenditures such as cooking oil, paper towels and plastic cups, which some team members had at home.



3 PROJECT CLOSURE TASKS

3.1 Resource ManagementThe resources we had available included the Sports hall at Monash Sport, a barbecue, utensils, food and drinks (covered by a $100 Coles Myer voucher) as well as referees for the soccer match.

3.2 Issue ManagementThe largest issue we faced during the course of the project was being unable to complete our initial project. To miti-gate this issue, we conducted an emergency group meeting

in which we brainstormed possibilities, and ended up with a new project proposal which was more viable, and still al-lowed us to achieve our goals.

Another major issue we faced involved the organisation of

the venue. A few days prior to the event, we realised that the courts booked were actually outdoor courts. In order to resolve this issue we quickly changed our court bookings to indoor courts. This involved liaising with the relevant authorities, including the project sponsor and sport centre reception.


A risk assessment was conducted by the team to identify po-tential risks present at the event. These included student in-jury and food hygiene issues. To reduce the risk of injury, at-tendees were briefed prior to the event and all participants

were asked to wear appropriate attire and stretch before playing.

Safe food handling practices were also employed to mini-mize the risk of food poisoning. Food was kept in the refrig-



erator for as long as possible until it had to be transported, and no food was handled with bare hands in the food prepa-ration process.

Outstanding Project Risks:N/A

3.3 Quality ManagementQuality Management was undertaken throughout the pro-ject duration. Our referees were chosen carefully through an informal interview process.

Our promotional material went through a process of review. This included mark ups by members as well as by the project sponsor.

3.4 C o m m u n i c a t i o n ManagementCommunication within the team was very smooth. One team meeting consisted of breakfast beforehand, which created a relaxed atmosphere in which team members could chat casually before discussing ideas for the project.

In addition to a Facebook group, we had each other’s num-bers, enabling timely and effective communication. For ex-ample, on the day of our project, it was raining heavily, and Cordelia, who had the food from the supermarket, was able to call Adit and minimise the amount of time he and Thilan had to walk in the rain to get the food.

Communication with Ali was primarily through email.

Marketing our event was primarily through a poster which Godwin had designed. Ali helped us to print these, and they were distributed in tutorials of first year classes.

3.5 Customer Expecta-tion ManagementGenerally, our ‘customers’ were happy with the services offered. Some of the students requested food before our preparations were done. In order to manage this, we made an announcement that the barbeque would be ready at 6pm. In addition, teams were cycled on and off according to the schedule. We kept the soccer games short (around 10 min-utes each) in order to ensure that all students were able to spend a decent amount of time on court. In addition, we en-sured that first year students were kept occupied whilst not playing. We made sure that all attendees met someone new.

These expectations did not vary by much during the course of the project, as all our attendees were cooperative.

3.6 Lessons LearnedDuring our planning stages, we were faced with some ma-jor hurdles for example, which charity we could partner in

our original plan to raise awareness for homelessness and how we could guarantee the attendance rate on the day. Our team worked really well together and we were able to solve these problems through calling team meetings and openly discussing solutions to these problems.



An important skill we learnt along the way was contingen-cy planning. We found that it is a worthwhile exercise to confirm court bookings and other related logistics at least a week prior to the actual event. This is to ensure that the venue and other related things are ready on the actual day and no administrative errors had been made. We all had experience working in a team prior to the event however we hadn’t had the opportunity to combine team-work with leadership. We believe we were able to execute this event well as the participants felt the event was run smoothly. Every event comes with their challenges and our team had definitely experienced this. As such, many of us were required to demonstrate initiative and enterprise i.e. we were able to adapt and create spontaneous solutions to problems and put these plans to action. Many of us had to share positions and share tasks when required of other team members and we felt that the success of the event was attributed to the strong relationship and communication skills between our team members.

3.7 Postproject TasksReturn gift card and receipts to Ali. We have met all of our success criteria.

3.8 Project Closure RecommendationsThe main recommendation would usually be to gain project closure approval from the Project Sponsor, including agree-ment that the project has fulfilled all of the requirements as documented and that the Project Sponsor is satisfied that all outstanding items have been satisfactorily addressed.

3.9 AcknowledgementsAli Richardson – Helping to organise our courts and helping with the overall planning

Andrew Wu – Futsal Fever (Futsal League organisor)Vivek Kumaresan – For helping with the event on the day and finding a referees

4 PROJECT CLOSURE REPORT APPROVALS

Prepared ByName Simon Tuong, Branislav Zivanovic, Cordelia Foo, Thilan Hallock, Adit-

yayan Banerjee, Godwin Wong.

Approved ByName Simon Tuong, Branislav Zivanovic, Cordelia Foo, Thilan Hallock, Adit-

yayan Banerjee, Godwin Wong.

Approval Date: 4.10.2013

pal leaders projects 2013

Documents

t t e r

student development

bounce day

o r g s t h

pal leadersprojects

hollywood fun day outpr

year monash students

arts pr