PMPG 5502 Assignment

Assignment #: 5-Case Study Project Management Plan

Date Submitted: June 19th, 2015

Author: Team 08: Khushal Nilesh Desai Hardeep Singh Bains Gurmit Singh Sidhu

PROJECT MANAGEMENT PLANPrepared by: Project Manager (Khushal Desai) with consultation from Project Core Team (Hardeep Bains and Gurmit Sidhu)

Project Sponsor: Teresa Kucheran

Project name: Planning the Route for Fundraising event for MS Society (Ontario Division, London Office).

PROJECT SCOPE

IN-SCOPE:

Business Opportunity/Problem

To provide a route for fundraising event “London-Grand Bend Bicycle Tour”, organized by MS Society, Ontario Division, London office. The construction taking place on the previously decided route, which cannot be done before the deadline. To make sure that the construction on the new route (if any) should finish before the deadline of the event.

Project Customer

Cyclists participating in the fundraising event MS Society beneficiaries

Project Decision Criteria

To finish the project within the given deadline of 23 days. Safety of the participants Route selection based on the safety and availability.

Construction (if any) on the selected route should finish before the deadline.

Customer Requirements:

Positive and safe participation experience by enduring the safety procedures required during the event, like hospitals, ambulance and police security.

Enough details available for the participants regarding the safety measures and guidance during the tour.

Final Deliverable:

Route Selection for the event. Safety precautions for the participants Printed copy of the route map and the list of emergency contact numbers for the participants

Final deliverable acceptance criteria

Safe road conditions of the route Enough number of Checkpoint selections Route maps and descriptions (along with the emergency phone numbers for the internal team members as well) Quality requirements are 100% met.

Organizational Deliverable

Project Planning Project Schedule and Budget Project Charter Project Plan Status Reports Insurance Certificate for the route Route Permit from the County Council and Road Department Lessons Learned Report

Project Closing Report

Major Stakeholders

Participants Project Sponsor (Teresa Kucheran) County Council Road Department Regional Emergency Service providers Volunteers Bike Shop Mechanics Voyageur Toronto National Office Vendors Residents and Shop-owners at the checkpoints

OUT OF SCOPE:

Fund generation of $260,000 (buy raising $200 from each participant) Total spending on the event which should be less than 45% from the funds generated Arranging for refreshments on the day of the event All the activities on the day of the event. We are not responsible for executing the activities on the day of the event and are not

responsible for anything that happens on the day of the event.

RISK MANAGEMENT PLAN:

The risks in the project are related to the triple constraint, i.e. Schedule, Quality and Cost.

They will be measured by:

Scope (Scope Risk Analysis) : It is defined by the deliverables mentioned in the Project Scope. They will be measured by Acceptance criteria mentioned in the scope statement.

Schedule (Schedule Risk Analysis): They are defined by the milestone schedule and deliverables schedule. It will always be measured by the deadlines mentioned in the schedule.

Cost (Cost Risk Analysis): The cost estimates have been provided and they will be measured by the approval received from the sponsor.

Project Risk Level/tolerance:

“LOW”

As the Project has to be completed within a short span of time, and there is not much time available as contingency, we cannot afford moderate or high level risks associated with the project. All the decisions made must make sure that the risks associated with the project are low or very low.

PROJECT RISK REGISTER/RESPONSE PLAN

Ref. No.

Risk Event Risk Probability

Risk Impact

Risk Level Risk Response Revised Risk Level

Person Accountable

R1 Safety of participants

High High High Enough safety procedure will there in place for the participants, with the help of the Regional Emergency Service providers

Low Project Manager)

R2 Unusual delays in acquiring approvals and permits for the selected route

Medium High High Permits will be obtained well in advance so that there is no issue regarding the delay in acquiring permits.

Low Project Manager

R3 Volunteer Training Low Medium Medium Enough training will be provided to the volunteers, including the briefing of the event and their roles and responsibilities

Low Project Manager

R4 Complexity of Route map and description

Medium Medium Medium The route map will be developed with the help of senior officials and with guidance of people who have had previous experience.

Low Project Manager

R5 Checkpoint Selection

Medium Medium Medium The checkpoints will be selected by making sure that there are enough gaps between each of them, and there is refreshment facility available at each of them.

Low Project Manager

R6 Cooperation from residents and shop owners

Medium High High There will be one to one meeting with the shop owners and the residents, to make sure that they understand the importance of the event and of refreshment requirement for the participants

Low Project Manager

SCHEDULE AND BUDGET:

WBS:

NETWORK DIAGRAM:

SCHEDULE AND BUDGET:

Budget is based on the resource usage and their cost. (Resource sheet consisting of the cost of resources is mentioned below the schedule)

WBS Task Name Duration Start Finish Predecessors Cost0 Project Management Plan 23 days Tue 6/9/15 Thu 7/9/15 $7,952.001 Drive the tentative routes 1 day Tue 6/9/15 Tue 6/9/15 $100.00

2 Ask road department for information about tentative route 7 days Wed 6/10/15 Thu 6/18/15 1 $1,400.00

3 Ask the city councils for information about tentative route 7 days Wed 6/10/15 Thu 6/18/15 1 $1,400.00

4 Approach county council for permit 1 day Fri 6/19/15 Fri 6/19/15 2,3 $200.005 Permit Received 0 days Fri 6/19/15 Fri 6/19/15 4 $0.00

6 Send request for Insurance certificate to Toronto National office 0 days Fri 6/19/15 Fri 6/19/15 4,5 $0.00

7 Certificate received 0 days Fri 6/19/15 Fri 6/19/15 6 $0.008 Obtain permits from County Council 3 days Mon 6/22/15 Wed 6/24/15 6,7 $1,400.009 Contact all emergency services 3 days Thu 6/25/15 Mon 6/29/15 8 $600.00

10 Set checkpoints and estimate the kilometer markings 4 days Tue 6/30/15 Fri 7/3/15 9 $576.0011 Determine kilometer descriptions 1 day Mon 7/6/15 Mon 7/6/15 10 $288.00

12 Create list of locations associated with emergency phone numbers 1 day Mon 7/6/15 Mon 7/6/15 10 $200.00

13 Verify road conditions 1 day Mon 7/6/15 Mon 7/6/15 10 $88.00

14 Draw detailed maps with checkpoints and prepare route description 0.5 days Tue 7/7/15 Tue 7/7/15 11,13 $50.00

15 Prepare list of locations associated with emergency phone numbers 0.4 days Tue 7/7/15 Tue 7/7/15 12,14 $32.00

16 Present the routes to the committee and voyageur staff 0.1 days Tue 7/7/15 Tue 7/7/15 14 $2.0017 Receive Quotation from Vendors 2 days Mon 7/6/15 Tue 7/7/15 10 $176.0018 Selection of Vendors 2 days Wed 7/8/15 Thu 7/9/15 17 $176.0019 Contract signing 0 days Thu 7/9/15 Thu 7/9/15 18 $0.0020 Print internal copy of map and route descriptions 0.5 days Tue 7/7/15 Wed 7/8/15 16 $100.00

21 Print list of locations associated with emergency phone numbers 0.1 days Tue 7/7/15 Tue 7/7/15 15 $52.00

22 Distribute internal maps, route description and emergency phone numbers to staff and volunteers 1 day Wed 7/8/15 Thu 7/9/15 20,21 $288.00

23 Print maps and route description for cyclists 0.4 days Thu 7/9/15 Thu 7/9/15 22 $824.0024 distribute maps and route description to cyclists 0.5 days Thu 7/9/15 Thu 7/9/15 23 $0.0025 Project Complete 0 days Thu 7/9/15 Thu 7/9/15 24,19 $0.00

Detailed Resource Cost:

Resource Name CostProject Manager $5,460.00

Project Core Team $792.00Permit $800.00

Maps $450.00Other Prints $450.00

QUALITY PLAN

Deliverable Person accountable

Purpose of review Participants Frequency Approval

Emergency Services

Team 08 (Project Manager)

To make sure that there are enough safety measures taken for the safety of the participants

Project Manager, Regional Emergency Safety Providers and Voyageur

At least 2 weeks before the event, and during the final meeting with all the stakeholders

Planning Committee and Sponsors

Route Map and Description

Team 08 (Project Manager)

To make sure that the participants, volunteers and the Emergency service providers have a clear understanding of the route

Project Manager, Planning Committee and Road Department

After acquiring the permits and during the final meeting with all the stakeholders

Planning Committee and Sponsors

Volunteers Team 08 (Project Manager)

To give the volunteers enough information, so that they can help the participants in the time of need

Project manager 4 days before the event

Sponsors

Project Quality Team 08 (Project Manager and Project Team)

To quantitatively measure the quality parameters to the different quality

Project Manager and Project Team The periods during which the tasks assigned with quality parameters are

Sponsor

requirements associated with the project.

being performed.

HR PLAN

The HR Plan consists of the skill set requirement from the Project Team members (which consists of the Project Sponsor, Project Manager and his Project Core Team) and the RACI Chart for the Project:

Name Designation Skill Sets RequiredTeresa Kucheran Project Sponsor Good Strategic Knowledge

Understanding the importance of being accountable as a Project SponsorUnderstanding of the Organizational Polices and methods

Khushal DEsai Project Manager Good understanding of the Project Management terms and methodologiesGood Communication skillsAbility to handle projects with shorter deadlinesAbility to organize work according to priority and requirementsGood interpersonal skillsAbility to LeadUnderstanding of organizational policies and methodsGood administration skillsAbility to motivate peopleConvincing powerAbility to handle procurement during crunch time schedules

Hardeep Bains and Gurmit Singh Sidhu

Project Core Team members

Understanding of the Project Management terms and methodologiesAbility to guide and consult the Project manager for variety of activitiesGood communication skillsGood interpersonal skills

Ability to follow instructions precisely and effectivelyGood understanding of the safety requirements

RACI CHART:

Tasks/ Activities Khushal Desai(Project Manager)

Hardeep Bains (Project Team member)

Gurmit Sidhu(Project Team member)

Teresa Kucheran (Project Sponsor)

Check Route And Verify Road Conditions

A R I

Obtain Permit from County councils

A C R I

Obtain Permit from Road Department

A C R I

Obtain Confirmation Emergency Service

providers

A R C I

Obtain Confirmation from Residents and

Shop Owners

A R C I

Finalize Route Map A C R ISelection of Vendor A I R C

Selection of Checkpoints

A R C I

Project Approval R I I AReceive prints of

maps, route plan, list of emergency contact

numbers

A I R I

Training and selection of volunteers

A R C I

COMMUNICATION PLAN

Audience Message Action Method of communication

Verification of understanding

Frequency Person accountable

Sponsors Sign-off on Charter, Project Plan and the progress of the planning of the route

Feedback and Approval

One to one meetings and conferences

Via feedback and conversations with the sponsors

Status Meetings every week

Project Manager

Volunteers Description of the Route

Understanding of the route and guide the participants

Briefing during group meetings

Via feedback from the volunteers

A week prior to the event

Project Manager

Planning Committee

Progress of the Project and consultation regarding the Plan

Feedback and consultation

One to One meetings and via emails

Via feedback and approval from the Planning Committee

Beginning of the Project and Status meetings

Project Manager

Project Core Team

Progress of the Event, documentation and other event related work

During meetings and via emails

Via feedback from the staff

Status meeting every week

Project Manager

Road Route Information One to One meeting By receiving the permits Before finalizing Project Manager

Department Finalization regarding the completion date of the construction on the route

the route and while receiving the permit

County Councils

Route finalization

Information regarding the completion of the construction on the route, permit and approvals

One to one meeting By receiving the permit and approval

Before finalizing the route and while receiving the permit

Project Manager

Toronto National Office

Certificate of Insurance

Insurance certificate for receiving the permit

Via email By receiving the certificate

Before acquiring the permit for the alternate route

Project Manager

Emergency Service provides and Voyageur

Emergency services for the participants on the new route

Enough supplies and resources available for ensuring the safety of the participants

One to one meeting and conferences

By receiving the confirmation

After finalizing the route

Project Manager

Cyclists Route description

Description of the route and understanding of the road map

By providing the route map

Understanding of the route

During the day of the event

Project Manager

Residents and Shop Owners

To provide refreshment to participants

The need for co-operation from them

One to one meeting Approval After finalizing the route

Project Manager

Bike Shop Mechanics

Repair work for cyclists

Confirmation for providing repair work on the alternate route

One to one meeting By receiving the confirmation

After finalizing the route

Project Manager

Vendors Prints for route Provide print One to one By receiving the order After finalizing the Project Manager

map and list of emergency contact

outs for internal staff members, volunteers and participants

meetings, conferences and emails

route, emergency service providers and checkpoint selection

PROCUREMENT PLAN

The Procurement Plan is required for:

1) Receiving the permit from the county council for the alternate route selected.2) Certificate of insurance from the Toronto National Office.3) Quotations from vendors4) Contract signing with the Vendor.5) Obtaining the prints for maps, route description and list of emergency contact numbers.

TASK DESCRIPTION PERSON ACCOUNTABLEPermits receive permit from the county

council regarding the route selected

Project Manager: he has to make sure that the permits for the alternate route are received

Certificate of Insurance Send the request for certificate of insurance to the Toronto National office

Project Manager: has to make an official request for the certificate, as it has to be submitted to the city council

Quotations from Vendors Selection of Vendors Project manager: Receive Quotations from vendor

Vendor Contract Selection of Vendor for printing requirements

Project manager: Selection of vendor and then signing a contract

Prints from the vendor Printing of Maps, route description and list of locations with emergency phone numbers

Project Manager: Has to receive the prints from the sponsor to distribute them to internal staff, volunteers and cyclists