User talk:James Malcolm Mitchell/Australian Under 19 Tour of India & Sri Lanka 1985

PROJECT TITLE:	Reunion of 1985 Australian Youth Cricket Team 30 yrs on at an international Australia Vs ? fixture INTRODUCTION: Following our phone discussion 23/2/2016, I send to you an additional project management document of our proposed 30 year reunion. The project former members of the side with your assistance wish to see materialised for the mutual benefit of all stakeholders involved. 1.	INITIATING STAGE: (Goal: To determine the nature & scope of this project) 1.1	Analysis of the requirements in measurable goals: i)	To organise & successfully execute a reunion of the 1985 Australian Youth cricket team at a day/ or day/ night international fixture (ie. To be determined either day at the test cricket, or one day international, or T20 fixture), some 30 years since completion of the tour. a.	Goals of function: To assemble all players of the aforementioned side to celebrate:- i.	The belated congratulating in person & acknowledgement of the successes of specific test & shield players from our side; ii.	The reminiscing & highlighting of the successes of the side itself; iii.	Reminiscing tour highlights on & off field by team members; & iv.	The journeys/ career each player has taken post tour, encouraging the ongoing mateship/ brotherhood of such a select national team, whilst supporting/ & continuing to support, the national team & the Australian cricket institution (juniors to seniors).  ii)	The cementing of the fixture date & venue made once fixture dates known (Cricket Australia official/ delegate to determine with assistance of designated team member); iii)	Given members of the side potentially will congregate from various states to the fixture/ venue, it is acknowledged that an affordable accommodation package be devised & forwarded to members of the side prior to the project date, & preferably booked by Cricket Australia (It being suggested Team members to sort accounts with Cricket Australia account 2 months prior to the fixture date or to the agreed accommodation), so focus can be upon the function itself for members of the side [A working party involving a Cricket Australia delegate(s) & willing members from the side be set up to execute this task.]; iv)	Names of team members forwarded to Cricket Australian delegate Jason Inglis (working party from team to forward at time of sending proposal); v)	Function numbers identified 2 months prior to agreed fixture date to enable purchase of tickets to the fixture. This includes identification & booking of the ground function room for the fixture; vi)	Function catering arranged with function room clearly identified & time food/ beverages required, to include appertifs (finger food) at stages throughout play, with beverage access sorted (quantity & costings sorted ahead of time & payment means sorted prior to the function); vii)	Transport to/ from venue/ accommodation to be cemented if deemed necessary (team members to identify through designated team member 1 month prior to fixture date & reported to Cricket Australia nominated delegate).

Additionally:- 1.	Members of the 1985 Australian Youth Cricket team will in due course determine whether an additional day’s itinerary be devised as a wind down to this important gathering. Consideration for a lunch & or relaxed outing may be agreed upon, bringing to a close a memorable occasion; 2.	Members of the working party including the Cricket Australia delegate will conclude with an evaluation process within 1-2 weeks post event, to determine viability & wish to continue opening up such an event on an annual, biannual or every 5 years, occasions for all past Australian Youth Cricket Team representatives. 1.2	Reviewing current operations: It is to be acknowledged that this is a pilot project, but for reasons of fairness & brotherhood it is for consideration by Cricket Australia, that further reunion’s or a regular event be included on Cricket Australia’s calendar, for all Australian Youth Cricket Teams with a fixture where they may congregate for the benefits/ goals identified in 1.1 (please refer). By approaching this pilot project in a project management format, evaluation in terms of successes & failures can be acknowledged, this serving as a blue print for future projects of this type. Improvements to the blue print made as seen fit by working party (Cricket Australia delegate to overseer). 1.3	Financial analysis of costs & benefits (anticipated budget inclusive): i)	It is anticipated with the assistance of the Cricket Australia nominated delegate, that a budget template be identified/ devised & completed identifying all costs incurred in devising/ running pilot project; ii)	It is anticipated with the assistance of the Cricket Australia nominated delegate, that a template be identified/ devised & completed identifying all benefits to stakeholders in devising/ running pilot project. 1.4	Stakeholder (anticipated users & support personnel identified) analysis for this pilot project: 1.4.1	Users: Team members of the 1985 Australian Youth Cricket team & management/ coaching team (if seen fit); 1.4.2	Users: Cricket Australia appropriate delegates (ie. Parties who have contributed to the success of the Australian Youth Cricket Team over the years); 1.4.3	Users: Sponsors of the 1985 Australian Youth Cricket team & any other sponsors that Cricket Australia see as beneficial; 1.4.4	Users: Media representatives who regularly foster publicity for the Australian Youth Cricket Team; 1.4.5	Support personnel: Function caterers; 1.4.6	Support personnel: Corporate sponsors; 1.4.7	Support personnel: Accommodation representatives; 1.4.8	Support personnel: State Tourism representatives.

1.5	Project charter plan (incl. costs, tasks, deliverables & schedules: 1.5.1	Costs: Devise Spreadsheet: Columns: Item No./ Item/ Estimated cost/ Actual Cost/ Satisfactory/ Unsatisfactory

1.5.2	Tasks: '''Devise Spreadsheet: Columns: Date/ Start/ Finish/ Total Time/ Task Performed/ Comments'''

1.5.3	Deliverables (outcomes to be achieved with the pilot project): '''Devise Spreadsheet: Columns: No./ Deliverable/ Achieved/ Not Achieved/ Satisfactory/ Unsatisfactory'''

1.5.4  Schedules: Devise Flowcharts: WP member(s) explore all aspects of the Reunion project from the ideation/ initiating stage, considering each stakeholders (refer 1.4)likely path & include this into a flowchart for each stakeholder.

Timeline to achieve Project completion & to quality desired:- 160223 Initial discussion by phone connecting Cricket Australia Nominated Delegate (CAND) Jason Inglis & 1985 Australian Youth Cricket Team Working Party (WP) representative, Paul Stepto->outcome: WP to send to CAND proposal of project for consideration. Phone discussion most promising; 160302 Contact with 1985 Aust Youth Cricket Team member, Jamie Mitchell (WP) through Messenger->Outcome: Mitch enabled Wiki page which allows WP to work away at Reunion Project Management at below address https://en.wikipedia.org/w/index.php?title=User_talk:James_Malcolm_Mitchell/Australian_Under_19_Tour_of_India_%26_Sri_Lanka_1985&action=edit 160304 Email to CAND Jason Inglis, proposal brief of reunion, including informing CAND of link to forthcoming 'Reunion project management plan document' for forwarding to CAND; 160303->15 Plan WP to complete Reunion project management plan to email to CAND Jason Inglis 160325 WP to obtain approval of 'Reunion Project' from CA through CAND, once obtained correspondence sent to 1985 Australian Youth Cricket Team members advising them of the proposed 'Reunion Project' (forward planning exercise to ensure all team members are aware so the necessary dates can be cemented in by them, knowing details to come over proceeding 3 months concerning 'Reunion Project' arrangements) 160326->160425 Final tinkering of proposed Reunion Project Management plan between CAND Jason Inglis & WP with cementing/ driving project timeline schedule. At which time fixture & venue selection determined; 160326->160625 Arrangements for 'Reunion Project' cemented/ booked, so official confirmation to all stakeholders can be made, in particular 1985 Australian Youth Cricket team members so all necessary bookings & payments can be made ahead of time; 160501->161001 As specified by CAND/WP Reunion Project timeline including MONTHLY formal updates to ensure stay on track, variances dealt with; 161001 CAND/WP finalise 'Reunion Project Management' tasks leading into Reunion date, with issuance of duties to CAND/WP appropriately & timely, to update & sign off (FINAL DATE FOR DELETION OF FUNCTION) 161002 Commence CA formal correspondence of finalized arrangements for Reunion (including costings, accommodation arrangements, itinerary, payment details, basically ins & outs of reunion project) 161001->Reunion project date, Regular official meetings between CAND & WP members as CAND project timeline demands to progress all tasks needed to be performed. CAND Jason Inglis having overriding control. 2.	Planning stage: (Goal: plan project in appropriate level of detail->flowcharts good idea. Enables plan of time, cost & resources adequately to estimate work needed & to effectively manage risk during project execution. nb. Failure to adequately plan greatly reduces the project's chances of successfully accomplishing the measurable goals) 2.1 Planning template for project: (From Wikipedia "Project Management") 2.2 Developing scope statement: Pilot project limited to members of 1985 Australian Youth Cricket Team. (please nb. If proves successful & meaningful then to build invitations to all past Australian Youth Cricket Teams as ? an annual, biannual or 5 year interval fixture (Project). 2.3 Selection of planning team:       Planning team comprising of:-        Cricket Australia nominated delegate(s)(CAND): Jason Inglis, Brian McFadyen        Interested team members of 1985 Australian Youth Cricket Team (Working Party-WP):        Dean Reynolds, Ian Stenhouse, Jamie Mitchell, Warren Ayres, Paul Stepto Please nb: the working party of the 1985 team has been identified to ensure the project eventuates. (They have shown interest in facebook page: Please consult 1985 Australian Under 19 Youth Cricket Team) 2.4 Identification of deliverables (outcomes) & creating work breakdown structure: Refer to Sections 1.5.1-1.5.4 (copies to be used found as attachments). 2.4.1 Proposal for reunion (WP identified above are working upon to complete proposal to email to CAND it is anticipated by 15/3/2016). Interstate members of side fly in ->arrive at airport, luggage in hand ->?taxi Vs organise transport through CA (eg. local state members act as drivers??) ->arrive at accommodation/ hotel ->drop luggage ?swim ?shower, dress ready ->meet in hotel bar (continue introductory greeting between team members) ->?taxi Vs organise transport through CA ->cricket fixture/ venue ->Access to ground/ directed to function area for day ->Function room beverage/ finger food with tour flavour twist, mingle whilst soak in atmosphere & view game ->at 50 overs, return to function room ? sit down Indian + Sri Lankan meal or more finger food/ beverages Official component of project includes:- i)	Summary of 1985 sides achievements, ii)	Slideshow of tour photos at grounds & touring, iii)	Retro music of time in background-eg. Hall & Oates, Redgum, Chisels, some indian music etc, iv)	Belated congratulations of team members who went on to represent their respective:- i)	State senior sides, ii)	Australia Senior sides, v)	Acknowledgement of team members who have contributed to the game in significant ways (eg. coaching, selectors, life memberships for their respective club sides, other selections->country selection etc), vi)	Grateful acknowledgement of CA & our team sponsors, vii)	Other. ->Continuation of mingling amongst team members to catch up on life since the tour. ->Enjoyment of international fixture ->Naturally post match team members will likely wish to push on (however often falls short)	Options: Popular bars/ cafes/ casinos (Goal: to enable options for all team members)	Gabba (Brisbane): 	SCG (Sydney): 	Manuka (Canberra):	MCG (Melbourne):	Bellerive (Hobart):	Adelaide (Adelaide):	WACA (Perth): ->Taxi (transport) back to accommodation/ hotel ->Continental breakfast hotel lobby ->Swim in hotel pool->shower ready for outing ->en route to outing venue (multi taxi Vs organised transport through CA) ->1985 team outing luncheon ->en route to accommodation (multi taxi Vs organised transport through CA) ->Official end of project with identification of next project year-all contact numbers provided with team member approvals/ goodbyes/ Interstate team members collect luggage & depart to airport ->Interstate team members depart/ fly home [->Project closure meeting made via internet ? select Wiki project feedback->evaluation report page.]

2.4.2 Accommodation: With costings o/n & 2 day stay (Suggest nominated WP member speak with CAND to identify if CA have a preferred Accommodating sponsor we should approach & may obtain cost savings, before progressing further. Goal to obtain fair package for interstate team members due to cost blow out). 2.4.3 Fixture tickets: Cost/ ticket, ? seat allocation & team member numbers attending fixture (Suggest WP speak with Jason CAND on how best to organize & approach) 2.4.4 Function room: Room cost & booked, ? storage area (Suggest speak with Jason CAND on how best to organize.) 2.4.5 Catering/ beverages: Menu, amount, cost, arrangements with caterers/ beverage suppliers once known will need to be cemented including date/ time/ location etc etc (Suggest WP speak with Jason CAND on how best to organize). 2.4.6 Organised transport: WP to determine whether required/ not required to/from accommodation to fixture & for any other itinerary events '''(Suggest WP brainstorm & cement itinerary incl. events overall included prior to speaking with CAND for his assistance & guidance & final decisions to cement itenerary.) ''' 2.5 Identification of activities for completion of deliverables (outcomes/ measurable goals) & networking activities in their logical sequence: 2.5.1 Estimation of resource requirements for activities: 2.6 Estimation of time/ cost activities: 2.7 Schedule (itinerary)development: 2.8 Budget development: 2.9 Risk planning: 2.10 Formal approval to begin work: 2.11 Additionals: (All advisable to perform) 2.11.1 Planning for communication: 2.11.2 Scope management: 2.11.3 Identifying roles/ responsibilities: 2.11.4 Determination of what to purchase for project: 2.11.5 Holding kick-off meeting: '''(Suggest closed facebook group with WP to take the place of this. It being the means other than Wiki page to get this up. Suggest minutes page for job allocation & completion ? make another Wiki page within the wiki project management document) ''' 3.	Executing/ Implementation stage: (Goal: The project management plan’s deliverables-subtasks->measurable outcomes are executed accordingly) '''Suggested WP minutes page which lists deliverables (tasks needing to be performed & signed off when completed)serve this purpose. Or then a flow diagram through Wiki page if possible even better'''

4.	Monitoring & Controlling stage: (Goal: Observing project execution so potential problems-variances, can be identified in timely manner & corrective action taken to control execution of project) 4.1 Where are we? (Suggest WP to devise timeline with list of subtasks to be performed & important dates identified where taking stock of whether WP & CAND are on track or whether variances exist & where, so actioning to overcome variances can be made to bring back on track) 4.2 Monitoring project variables: (in terms of cost, effort, scope)(*As opposed to where we should be); 4.3 Monitoring: (How can WP + CAND get back on track?); 4.4 Approved changes approved & implemented (Suggest WP & CAND determine how this will work, as left hand must know what right hand is doing so to speak) 5.	Closing stage: (Goal: Formal acceptance of project & the ending of. Administrative activities-evaluating of successes & failures for benefiting future projects of this type). 5.1 Contract closure: Sign off on each part of project as having been completed on the fixture date; 5.2 Project closure: Final meetings by WP & CAND to ascertain contributing parties (stakeholders) are happy/ satisfied.

6.	Project controlling/ Project control systems used: (Goal: Project Control-Keeps project on track, on-time & within budget; Control systems: necessary for cost/ risk/ quality/ communication/ time/ change/ procurement & human resources).

NB.Bottomline, not trying to create work, actually to reduce it, it spells it out what we have to consider/ do & once done on one occasion then processes easy to instigate for future occasions if have legs.

REFERENCES: Wikipedia (Free encyclopedia)(from internet 2/2016) Project Management.