Jenna Baba

Kimberly Merrill
Ryan Sturdevent
Nicole Gorecki
OGL #44801
July 24, 2022

Module 4: Project WBS Final

Figure A-2
Work Breakdown

Describe the overall project: The project involves creating a birthday party for Erica’s
sixteenth birthday. The planning is not being contracted to a private planning service. Instead,
it is a collaborative family effort. The goal is to plan and host a typical, age-appropriate party
with entertainment and food for the guests and birthday girl.
Level 1 Level 2 Level 2
Major Task Subtasks Subtasks Subtasks Duration
(hours)
Pre-event, Scheduling and task Assess scope and 2
administrative delegation tasks in the initial
planning and carry- meeting.
out of the birthday Pick a date and time 1
party. The with flexibility
administrative tasks dependent on venue
include the availability.
organization and Determine project 2
financing of the timeline and assign
project, as well as the deadlines to tasks.
progress management Assign tasks to 3
of the necessary appropriate family
tasks. members.
Develop a budget Research costs to 5
determine average
party budgets.
Financing and Establish maximum 1
Accounting funds available for
the budget.
Determine the 1
percentage of the

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 budget that can be
designated for each
division of the
project.
Allocate funds to the 10 (Leaving time for
three divisions: 1. funds transfer or
Entertainment. 2. banking issues).
Food/Drinks. 3.
Venue/Supplies
Collaborative, Create a meeting 1
accountability agenda to discuss
meetings progress on tasks and
Reliability and deadlines.
Project Management Hold meetings every 10 (2 hours per
Saturday at 6 PM dinner)
over dinner.
During meetings, 10 (2 hours per
discuss challenges, dinner)
progress, and
successes.
Assess need areas as 10 (2 hours per
the project evolves dinner)
and new ideas or
obstacles arise.

Total duration (hours/weeks/days) 56

Level 1 Level 2 Level 2
Major Task Subtasks Subtasks Subtasks Duration
(hours)
Planning and Secure entertainment Hire/Pay DJ 5
procurement. Purchase 3 Board 1
Games
Buy rope ties for 3- 1
legged races
Invite the guest Purchase Invitations, 8
fill them out, and
mail them.
Purchase From Costco buy ice, 5

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Planning and Food/Drinks sodas, chips,
Procurement veggie/fruit trays, and
cases of water.
Pre-order designed 1
cake from Goldsboro
Bakery.
Pick-up cake day of 1
the event
Order and pick-up 1
pizza from Pizza Hut.
Venue/Supplies Tour a minimum of 5 10
venue options.
Book a venue for a 0.5
specified date and
Planning and time and pay the
Procurement deposit.
Map out the DJ area, 0.5
dance area, game
area, and eating area.
Create locations for
easy set-up.
Book and pay 1
chair/table rental
service
Purchase utensils, 2
tablecloths, and
decorations on
Amazon
Total duration (hours/weeks/days) 37 hours

Level 1 Level 2 Level 2

Major Task Subtasks Subtasks Subtasks Duration
(hours)
Set-up the party After the rental 2
Party execution service has delivered
tables and chairs, set
them up and place
tablecloths and
centerpieces on them.
Hang up streamers 0.5

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 Blow up and tie 0.5
balloons.
Place food and 0.5
beverages in the
eating area
Run the games and Greet guests as they 0.5
Party execution party events arrive
Serve pizza and 1
snacks
Start games 1
Begin DJ session 3
Clean-up Collect and throw 0.25
away trash.
Takedown 0.25
centerpieces and
decorations.
Compile tables and 0.25
chairs for rental
service pick-up.
Clean any additional 0.25
messes and restore
the venue to its
original condition.
Total duration (hours/weeks/days) 10 hours

WBS Dictionary

Work Descriptions
Project
Name

Invitation Send out invitations to close friends and family. They must include what the
occasion is for, when and where, and a way to contact for RSVP. After
sending out, keep track of who can and can’t come. This will need 50
invitations, envelopes, and stamps.

Food Locate the closest pizza shop and have them deliver pizza that can feed 50

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 people. Make sure you are aware of guests with food allergies. At the local
grocery store, pick up 4 veggie trays and dip to go along with them, 4
different chips, 4 types of soda cases, and 2 cases of 30-pack water. From a
bakery place an order for a larger custom cake and candles. On the day of
pick up 4 bags of ice.

Venue Find an indoor venture that can fit 50 guests and a dance floor. There must
be restrooms on site and ample parking.

Rental Service Rent ten 54” round tables, 60 chairs, and tablecloths.

Supplies From the local grocery store pick up utensils. This will be a pack of 100
forks, knives, spoons, plates, and napkins.

Entertainment Find a local DJ that comes with a servicer of provided equipment including
wiring and speakers.

Decorations Order decorations from amazon. They will be streamers, regular balloons,
larger number balloons of one and six, centerpieces, and a photo backdrop.
Also need to pick up fresh flowers.

Glam A shopping day for the birthday girl. She will pick out a dress, tiara, heels,
and sash to be worn at the event.

Responsibility Assignment Matrix (RAM)

Project Team Members Other

WBS Stakeholders
Element
Erica Mom Dad Grandpa Grandma

Invitations R

Food A R

Venue C R

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Rental Service C R S

Supplies S R

Entertainment C S R R

Decorations R R R R R

Glam A R S

Key: R= Responsible, S= Support Required, C= Must Be Consulted, N=

Must Be Notified, A= Approval Required

Milestones and Deliverables

Milestone (End- Date) Plan Deliverables

Scheduling and budget allocation- July 20 ● Party is scheduled

● Tasks assigned
● Deadlines created
● Funds are allocated to the correct
people

Planning- August 1st. ● Venue is booked

● Rental service is booked
● DJ is booked
● Comprehensive lists of supplies,
decorations, and food/drinks are
created
● Invitations are sent

Shopping- August 26th ● Cake/pizza are pre-ordered

● Snacks and beverages are purchased
● Decorations, utensils, and supplies
are purchased
● Dress and glam items have been
purchased.

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 Having a Sweet 16 Party! August 27th 5PM- Set-up of the Sweet 16, hosting of the Sweet
10PM 16, and clean-up of the Sweet 16.

Task Dependencies

Step 1: Planning and Organization- Before anything else, an understanding of the outcome
needs to be ironed out. For Erica’s Party, we want to ensure the who, what, when, where, why,
and how. These will help keep our budget on track and give us a good baseline of what steps
need to be done and by when.

Step 2: Assigning Talent- Once members of your team are assigned, ensure that they
understand not only their role but how their role affects the rest of the party. For instance, you
can not set up decorations unless they have been picked up. Have a member of the team
responsible for one of the milestones.

Step 3: Delegating and Procuring- The whole point of Critical Path Management is to set
each other up for success. We want to delegate tasks for a later date such as consumables,
but try to procure things at an earlier date like a DJ and possibly decorations. This will allow
more time to free up time for other things such as decorating or other labor processes.

Step 4: Check- in- Make sure that tasks are being done at the agreed-upon time. We want to
make sure that items that need to be ordered before the day of the party have been. But we
also want to check in with the suppliers of goods and services that everything is on track. The
last thing we want is to have last-minute surprises that may be a last-minute extra charge or
inconvenience.

Step 5: Updates- Prior to executing the party, we want to make sure that everyone is on the
same page. If there have been any changes in times or places we do not want people worrying
about it the day we are trying to execute a party.

Critical Path Tasks

There are a few tasks that belong on the critical path. These tasks must be carried out
before the deadline in order for the event to succeed. First is the venue, without a place to host
the party it's hard to have a party. Having this on the top of an essential list is super important to
be done before the deadline. Getting a venue sooner than later increases our chances of having
a stable environment. A top priority next to the venue is entertainment. We need to make sure

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the members of Erica’s party have a good time helping celebrate the new chapter. Booking the
dj and catering far enough in advance to secure their time is another key factor. Having these
tasks booked and out of the way will help decrease the stress of getting closer to the date.
Things that can get pushed back are items like snacks, drinks, and dress/outfit. These are items
needed for the day of but can hold off for a while in planning to make sure everything is going
smoothly.