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HILLSDALE COLLEGE PROJECT TEAM LIBERTY

Greg Rybka: Project Manager

Larissa Clark: Director of Human Resources

Kelli Eddie: Director of Marketing and Sales

Sophie Gorecki: Director of Information Technology

Peter Staab: Director of Operations

Victoria Tran: Director of Finance

“Own It” Campaign

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Table of Contents SPECTRUM HEALTH OWN IT CAMPAIGN ............................................................................... 1 TABLE OF CONTENTS ................................................................................................................ 2

PROJECT SCOPE STATEMENT ..................................................................................................... 3 PROJECT CHARTER ................................................................................................................... 4

Project Purpose or Justification ....................................................................................................... 4 Measurable Project Objectives and Related Success Criteria .............................................................. 5 High-Level Requirements ............................................................................................................... 6 Assumptions ............................................................................................................................. 6

Constraints ............................................................................................................................... 6 High-Level Project Description and Boundaries .............................................................................. 7

Risks and Constraints .................................................................................................................... 8 Summary Milestone Schedule ........................................................................................................ 9

Summary Budget ........................................................................................................................ 10 Stakeholder List .......................................................................................................................... 11 Project Approval Requirements ..................................................................................................... 12

STRUCTURE (WBS) ................................................................................................................ 14

STAKEHOLDER REGISTER ....................................................................................................... 24 RISK REGISTER ...................................................................................................................... 27

HIGH-LEVEL TIMELINE WITH DEPENDENCIES AND KEY MILESTONES ...................................... 28 RESPONSIBILITIES ASSIGNMENT MATRIX ................................................................................ 31 HIGH LEVEL BUDGET ............................................................................................................. 38

COMMUNICATION MANAGEMENT PLAN ................................................................................. 39 EXECUTIVE SCORECARD ......................................................................................................... 48

CHANGE LOG......................................................................................................................... 49

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Project Scope Statement The scope of this project is to create a campaign for Spectrum Health that addresses the rising

cost of healthcare and, more significantly, the prevalence of chronic diseases such as Asthma,

Type II Diabetes, and Obesity among young people. Spectrum ought to authorize this project to

raise awareness about these diseases and encourage young people to take their health as a

serious, personal responsibility. The hope is that educating young people through relationships

and hands-on learning will create a sense of ownership and meaning regarding one’s health.

Additionally, the campaign will strengthen the current positive brand of Spectrum––to care for

and give back to the community. Furthermore, this campaign will assist in exposing individuals

to Spectrums’ various community outreach programs, inviting them to get further involved with

Spectrum Health and all it has to offer. Ultimately, the campaign will address these four aspects:

o Reduce chronic disease and increase incentives created for a healthier lifestyle in

pursuit of Spectrum’s 2020 vision

o Mobile Advertising - increased name recognition

o Assessments that incorporate hands-on learning

o #1 healthcare system in the United States by 2020

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Project Charter Project Purpose or Justification The “Own It” Campaign will equip and educate children to live healthier lives.

Spectrum Health is one of the top five healthcare systems in North America, supplying

healthcare to communities across the greater Michigan area. Its healthcare services include providing insurance, in-patient and outpatient health systems, post-acute care, and contributing

to the health of the surrounding communities. Spectrum Health began with the collective mission of “improving the health of the communities [they] serve.” This mission is consistent

with their current organizational vision to become the top healthcare provider in the United

States by 2020. To make this vision a reality, Spectrum has to take on a new approach to prevent and control the chronic diseases young people face. Due to a societal decline in regards to healthy living, young people have become increasingly affected by chronic diseases such as Asthma, Type II Diabetes, and Obesity. In order to reach

their vision by 2020, it is essential for Spectrum Health to eliminate the preventable, high costs that youth will likely pose down the road. Our team proposes that Spectrum Health launch the “Own It Campaign” that will make them a proactive leader at the forefront of health solutions

for young people. The campaign will be a multifaceted approach. To prevent chronic disease, they will utilize a

system of education that engages multiple age groups and community organizations. The heart of the campaign will include a mobile health assessment operation and a high school group that

engages elementary students through a health fair. This will allow young people to learn about the risks of unhealthy living through hands-on learning.

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Measurable Project Objectives and Related Success Criteria

Measureable Objectives Success Related Criteria Approval

Number of representatives

visiting schools

Our goal is to reach over 100 middle and

high schools collectively through 10 representatives.

School administrators and

CEO

Number of fairs held Host 50 fairs per year with 2

representatives in attendance.

School administrators and

CEO

Number of elementary

schools involved

50 elementary schools per year, reaching 100 in 2 years.

School administrators and CEO

Name recognition Number of products distributed and surveys collected.

Marketing department and CEO

Number of locations RV

visits

RV attends each fair during the school

year. In the summer, an extra 30 locations.

Marketing department and

owners of various locations

Number of students

participating and

attending fairs

Reach a majority of children in public

schools ages 5 to 18. (at least 62,845 children out of 123,224)

CCAC Community

Commitment Advisory Committee

Number of students

affected by obesity

Our goal is to see a 15% reduction in

childhood obesity. Parents

Number of hospital visits

related to chronic disease

Our goal is to see a 15% reduction in hospital visits related to chronic disease.

Hospitals

Number of school

absences related to chronic

disease.

Our goal is to see a 25% reduction in school absences related to chronic

disease.

School administrators

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High-Level Requirements

Assumptions Our team created a list explicitly stating what is excluded from the project to help manage the

stakeholder’s expectations:

No actual, direct health care treatment provided––the emphasis, instead, is on prevention.

No changes made to payment systems.

No expansion to new counties.

No merger or sale of Spectrum divisions.

No investments made in currently owned property.

No new facilities or real estate built or purchased.

No new R&D of new drugs or acquisition of new products.

Constraints There are a number of limiting factors that affect the execution of the Spectrum Health “Own It”

campaign. The stated internal and external restrictions or limitations associated with the project

are listed below:

The “Own It” campaign will not continue unless the Community Commitment Advisory

Committee (CCAC) approves additional funding of $1,708,000 for the Healthier

Communities action fund for the 3.5-year project.

All project milestones will be accomplished by 7/31/19.

The “Own It” campaign will be geographically limited to Kent County alone.

The project must remain centered around the prevention and education of chronic

diseases among children ages 5 to 18, not actual treatment.

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High-level Project Description and Boundaries

To obtain the goals listed above, we will implement the following five-step phases:

1. Research

a. Develop campaign structure i. Build social media platform

ii. Purchase RV iii. Draft literature

iv. Design gear b. Create outline for talk c. Design lay out of fairs

d. Hire and train representatives

e. Partner with Mental Health Foundation

f. Contact schools g. Develop student files to track data for health improvements

h. Create surveys to discover growth in name recognition i. Design final surveys

2. Launch

a. Introduce social media platform, including #SHownit (Spectrum Health Own It) b. Send out representatives

c. Distribute gear d. Begin RV tour

3. Organize a. Engage with high school students, middle school students, and health clubs to help

organize the fair

b. Select nurses to run stations 4. Host

a. Equip high school students and nurses with the literature, equipment, and other materials for the fair

b. Send staff/volunteers to elementary schools to help set up 5. Evaluate

a. Send out surveys to the community

b. Analyze results from social media

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Risks and Constraints

Our team has put together a list of risks and constraints that may affect the outcome of the Spectrum Health “Own It” Campaign.

Scope:

Failure to gain cooperation from public education system

Failure to find committed, charismatic speakers

Failure to partner with Mental Health Foundation

Lack of cooperation with the public education system

Parents do not consent to child’s participation

Lack of high school student volunteer participation and elementary student turnout

Time:

Misjudge the amount of time is takes to reach milestones

Delay in receipt of supplies

Employees resign

Cost:

Project exceeds expected cost

Failure to acquire sufficient resources within the project timeline

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Summary Milestone Schedule

Milestones End Date

Research and Complete Project Charter and Scope Statement 2/05/2016

Establish Program within Spectrum (Executive Approval) 4/09/2016

Partner with Mental Health Foundation 4/22/2016

Hire Campaign Staff 5/20/2016

Develop and Plan Campaign Roll out 5/06/2016

Design and Print Campaign Literature 5/27/2016

Train Campaign Staff 6/10/2016

Purchase Campaign Equipment 6/10/2016

Create Outline for Talk and Setup for the Fair 6/24/2016

Contact Schools 7/08/2016

Create Social Media (website, social media platform and accounts), Gear, and Surveys 7/22/2016

Purchase RV 8/10/2016

Wrap RV 8/26/2016

Purchase Medical Equipment for Mobile Health Assessments 9/16/2016

Send out Representatives to Schools 5/19/2017

Organize Fairs with Students 10/06/2017

Host 50 (initial) Health Fairs 5/17/2018

Host (final) 50 Health Fairs 5/17/2019

Issue Final Surveys 5/24/2019

Analysis Data Collected 6/28/2019

Evaluate Results 7/19/2019

Finalize and Campaign Close Out 7/31/2019

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Summary Budget

Expenditures Cost %

10 Representatives $1,190,000 – (10 x 34,000)

per year x 3.5 years 69.67%

Gear $310,000 18.15%

Materials $65,000 3.81%

Risks and Unknown (Cost, Scope, Time) $40,000 2.34%

Design General Material $39,000 2.28%

Vehicle $15,000 0.88%

Set up Campaign Headquarters $10,000 0.59%

Design Station Curriculum $10,000 0.59%

Run Fairs (Travel Cost) $10,000 0.59%

Create Social Media Accounts $8,000 0.47%

CEO delivers Own It Campaign (Launch Event) $5,000 0.29%

Train Representatives $4,500 0.26%

Develop Spectrum Heath release form and pamphlet

$1,000 0.06%

Design and Distribute Final Surveys $500 0.03%

Total $1,708,000 100%

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Stakeholder List

Spectrum Health

Project Manager

Mental Health

Foundation

Media Coordination

Staffers

School

Parents Students

Middle & High

Schools

Elementary Schools

Teachers

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Needs Authorization:

1. Project Charter

Project Manager

Sponsor

2. Roles and Responsibility Matrix

Sponsor

3. Risks and Issues

Sponsor

4. Communication Management Plan

Sponsor

Project Approval Requirements

Project Manager: Greg Rybka

Spectrum Health “Own It” Campaign Team

(330) 400-0906

grybka@hillsdale.edu

Signature: _________________________________

Date Approved: ____________________________

Sponsor: Richard C. Breon

CEO

Spectrum Health

(616) 391-1382

Signature: _________________________________

Date Approved: ____________________________

Example:

Richard C. Breon Spectrum Health CEO Spectrum Health

(616) 391-1382 EMAIL Signature line*

Date line* *leave blank

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Advisor: CCAC Community Commitment Advisory Committee

Spectrum Health

(616) 391-5000

Signature: _________________________________

Date Approved: ____________________________

Planner: Communications and Marketing

Spectrum Health

(616) 391-1382

Signature: _________________________________

Date Approved: ____________________________

Participants: Teresa Weatherall Neal

Grand Rapids Public School District

(618) 819-2193

Signature: _________________________________

Date Approved: ____________________________

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Work Breakdown Structure (WBS)

1. Project Management

1.a. Initiation

1.a.i. Develop project charter

1.a.ii. Develop project scope

1.a.iii. Deliverable: submit project charter & scope

1.a.iv. Submit project charter & scope for review by sponsor

1.a.v. Acquire project acceptance from sponsor

1.b. Planning

1.b.i. Develop work breakdown structure

1.b.ii. Develop high level timeline

1.b.iii. Develop high level budget

1.b.iv. Develop communication management plan

1.b.v. Develop roles and responsibilities matrix

1.b.vi. Develop stakeholder register

1.b.vii. Develop a risk management plan

1.c. Execution & Control

1.c.i. Control cost

1.c.ii. Manage timeline

1.c.iii. Assure quality of work

1.c.iv. Manage risks

1.c.iv.1. Scope

1.c.iv.1.a. Failure to gain cooperation from public education system

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1.c.iv.1.a.i. Establish a positive relationship with education system before asking for their participation

1.c.iv.1.a.ii. Utilize Spectrum network of community outreach volunteers

1.c.iv.1.b. Failure to find committed, charismatic speakers

1.c.iv.1.b.i. Ensure that Spectrum reaches out to the top speakers in the region

1.c.iv.1.b.ii. Thoroughly assess speakers before hiring (must watch at least one public speaking event prior)

1.c.iv.1.c. Failure to comply with Mental Health Foundation

1.c.iv.1.c.i. Maintain open communication with the Foundation

1.c.iv.1.c.ii. Have bi-weekly phone call check-ins with the Foundation

1.c.iv.1.c.iii. Support Mental Health Foundation events through participation and social media

1.c.iv.1.d. Lack of cooperation with the public education system

1.c.iv.1.d.i. Thoroughly research state protocol for public education system

1.c.iv.1.d.ii. Reach out to at least three other successful school campaigns aimed at improving the health of children in public

schools

1.c.iv.1.e. Parents do not consent to child’s participation

1.c.iv.1.e.i. Send home a pamphlet to the parents explaining about the upcoming health fair

1.c.iv.1.e.ii. Promote the benefits of these health fairs through social media

1.c.iv.1.f. Lack of high school student volunteer participation and low elementary student turnout

1.c.iv.1.f.i. Incentivize high school students with service hours that may count toward graduation and college applications

1.c.iv.1.f.ii. Clearly relay the advantages of the health fairs to elementary school administrators

1.c.iv.1.f.iii. Use social media to convey the importance of participating in this events

1.c.iv.2. Time

1.c.iv.2.a. Misjudge the amount of time it takes to reach milestones

1.c.iv.2.a.i. Delegate tasks so that time is used efficiently

1.c.iv.2.b. Delay in receipt of supplies

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1.c.iv.2.b.i. Place orders well before needed (with at least two weeks extra padding)

1.c.iv.2.b.ii. Order only from reliable companies (don’t sacrifice quality for price)

1.c.iv.2.c. Employees voluntarily resign

1.c.iv.2.c.i. Immediately begin hiring process for new employees

1.c.iv.2.c.ii. Make sure current employees have a voice and are compensated well

1.c.iv.2.c.iii. Foster an encouraging and supportive work environment

1.c.iv.3. Cost

1.c.iv.3.a. Project fails to meet cost expectations

1.c.iv.3.a.i. Keep a ledger of all expenses

1.c.iv.3.a.ii. Ensure that safety fund is available in case of cost-inducing, unforeseen events

1.c.iv.3.b. Failure to acquire sufficient resources within the project timeline

1.c.iv.3.b.i. Ensure a strict observance of the deliverable schedule

1.c.iv.3.b.ii. Have reserve resources on hand (including extra gear, equipment, and literature materials)

1.d. Closeout

1.d.i. Obtain Sponsor Approval

1.d.ii. Reflection on project successes and failures

1.d.ii. Closeout Project

2. Research

2.a. Set up campaign headquarters

2.a.i. Hire Representatives

2.a.ii. Train Representatives

2.b. Gear

2.b.i. Seek out firms that could produce gear

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2.b.ii. Design

2.b.ii.1 T-shirt

2.b.ii.2 Wristbands

2.b.ii.3 Hats

2.b.ii.4 Drawstring bags

2.b.ii.5 Mini-foam footballs

2.b.ii.6 Frisbee

2.b.ii.7 Pencils

2.b.iii. Order mass quantities of each

2.b.iv. Rent storage garage

2.b.v. Develop an inventory system

2.c. Materials

2.c.i. Design General Material

2.c.i.1. Banners

2.c.i.2. School bus wrap

2.c.i.3. Printed materials

2.c.i.3.a. Palm cards

2.c.i.3.a.i. “Own It” campaign and purpose

2.c.i.3.a.ii. Fair and its features

2.c.i.3.b. Stickers

2.c.i.4. Seek out firms for printing materials

2.c.ii. Design Station Curriculum

2.c.ii.1. Conduct thorough research for each station

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2.c.ii.1.a. Develop 3 significant facts to communicate at each station

2.c.iii. Construct stations

2.c.iii.1 Heart station

2.c.iii.1.a. Explain what causes heart disease

2.c.iii.1.b. Pass out gloves for holding the heart

2.c.iii.1.c. Hold a (sheep) heart

2.c.iii.1.d. Show a model of a diseased heart for comparison

2.c.iii.2. Lung Station

2.c.iii.2.a. Display a fake cigarette hooked up to simulated lung on TV

2.c.iii.2.b. Discuss health risks of smoking (and addictions in general)

2.c.iii.3 Mental health station

2.c.iii.3.a. Show “be nice.” video

2.c.iii.3.b. Quick talk on connection between mind, body, and overall health

2.c.iii.3.c. Hand out “be nice.” bracelets

2.c.iii.3.d. Time for questions

2.c.iii.4. Asthma station

2.c.iii.4.a. Have children test lung strength with Deep Breathing Exerciser

2.c.iii.4.b. Inform children on symptoms of Asthma

2.c.iii.4.c. Talk about treatments available with Asthma

2.c.iii.4.d. Talk about risks of not treating Asthma

2.c.iii.5. Obesity

2.c.iii.5.a. Show an example of muscle versus fat on a scale

2.c.iii.5.a.i. Explain that muscle weighs more than fat and fat takes up more space than muscle

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2.c.iii.5.b. Have children touch fake fat

2.c.iii.5.c. Blood pressure screening

2.c.iii.6. Type 2 Diabetes

2.c.iii.6.a. Explain connection between lack of exercise and unhealthy diet which may lead to Type 2 Diabetes

2.c.iii.6.b. Explain symptoms

2.c.iii.6.c. Display a year’s worth of diabetic supplies, this includes:

2.c.iii.6.c.i. Syringes

2.c.iii.6.c.ii. Testing strips

2.c.iii.6.c.iii Blood glucose test needles

2.c.iii.7. Nutrition

2.c.iii.7.a. Explain value of healthy eating

2.c.iii.7.b. Offer a healthy snack at station

2.c.iii.8. Body Mass Index

2.c.iii.8.a. Breakdown of how to perform a BMI test

2.c.iii.8.b. Provide optional BMI test

2.c.iii.8.c. Explain how to properly interpret the test

2.c.iii.9. Physical Activity

2.c.iii.9.a. Flexibility test

2.c.iii.9.b. Individual trampoline

2.c.iii.9.c. Jump ropes

2.c.iii.9.d. Speed ladder

2.c.iii.10. Campaign Station

2.c.iii.10.a. List “OWN IT” objectives

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2.c.iii.10.b. Provide general statistics on childhood diseases

2.c.iii.10.c. Show how to get involved through social media

2.c.iii.10.d. Explain connection between mental health, physical health, and nutrition

2.d. Contact Kent County School Administrators

2.d.i. Meet with the Superintendent of the Grand Rapids Public School District

2.d.i.1. Schedule visits to individual schools in the Grand Rapids Public School District

2.d.i.1.a. Meet with individual elementary, middle, and high school administrators within the Grand Rapids Public School

District

2.d.i.1.a.i. Gain approval to school administrators

2.d.ii. Schedule visits to individual schools outside of the Grand Rapids Public School District to meet with school

administrators

2.d.ii.1. Meet with individual elementary, middle, and high school administrators outside the Grand Rapids Public School

District

2.d.ii.1.a. Gain approval from school administrators

2.e. Vehicle

2.e.i. Shop for an old school bus

2.e.ii. Purchase a bus using the funds allotted in the budget

2.e.ii. Have the bus wrapped with a graphic that includes the logos for both Spectrum Health and the “Own It” campaign

2.f. Develop Spectrum Health release form and pamphlet

2.g. Social Media Platform

2.g.iii. Create Social Media Accounts

2.g.iii.1. Campaign website

2.g.iii.2. Facebook

2.g.iii.3. Twitter

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2.g.iii.4. Instagram

2.g.iii.5. Snapchat

2.g.iii.6. Pinterest

2.g.iv. Develop Content

2.g.iv.1. Create infographics using:

2.g.iv.1.a. Statistics

2.g.iv.1.b. Dates and locations

2.g.iv.2. Create videos for stations as well as campaign advertising

2.g.v. Plan 2 weeks of social media posts for post-launch

3. Launch

3.a. Contact Media Outlet

3.b. Arrange Launch at East Kentwood High School

3.c. Invite Spectrum Families

3.d. Set up event

3.d.i. Strategic Bus placement

3.d.ii. Stage

3.d.iii. Information Booths

3.d.iv. Extras: balloons, microphone, chairs, etc.

3.e. CEO delivers “Own It” Campaign (Launch Event)

3.f. Launch Social Media Campaign

3.f.i. Post on all platforms

3.f.ii. Promote each post for 2 weeks following the launch

4. Organize

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4.a. Campaign Members reach out, engage, and equip

4.a.i. Reach Out to High School Students

4.a.i.1. Inform students on consequences of not owning their health

4.a.i.2. Offer incentives

4.a.i.2.a. Looks good on a college application

4.a.i.2.b. Receive service hours for graduation

4.a.i.3. Target students already involved in health clubs

4.a.ii. Engage Elementary/Middle School Students

4.a.ii.1. Send representative into health classes

4.a.ii.2. Start with an activity

4.a.ii.3. Break into smaller groups

4.a.ii.3.a. Assign a campaign personnel to each group

4.a.ii.4. Distribute release forms to elementary and middle school administration

4.b. Selection of Nurses for fairs

4.b.i. Request a list of retired and currently employed nurses and doctors in Kent County from Spectrum Health

4.b.i.1. Reach out to nurses and doctors to solicit their assistance in this campaign

4.b.i.2 Distribute health fair curriculum to the volunteers

4.b.i.2.a. Emphasize that volunteers include 3 takeaways for each station as well as the medical research provided

5. Host

5.a. Send staff and volunteers to the high schools

5.a.i. Bring the literature, equipment, and other materials needed

5.b. Run fairs

5.b.i. Host 50 (initial) Health Fairs

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5.b.ii. Host (final) 50 Health Fairs

6. Evaluation

6.a. Send out survey to community

6.b. Collect Surveys

6.c. Analyze Survey

6.d. Collect Social Media Data

6.e. Analyze Results from Social Media

6.f. Final Conclusion

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Stakeholder Register

Internal Stakeholders:

Richard C. Breon

Spectrum Health CEO

Project Approval

(616) 391-1382

Richard C. Breon will be the person approving the project including its funding. Since Breon

plays a leading role when it comes to casting the vision for Spectrum Health, he will be the judge

as to whether or not the project aligns with Spectrum’s Health strategic vision and whether or not

it provides a feasible solution to preventing and controlling the chronic diseases young people

face. Breon’s decision on the project marks the instigation or termination of the “Own It”

campaign.

Community Commitment Advisory Committee (CCAC)

Spectrum Health

Advisor(s)

(616) 391-5000

We acknowledge that the Community Commitment Advisory Committee (CCAC), as an

independent community board that monitors the funding for Spectrum Health Healthier

Communities programs and services, is an important stakeholder in our project. Before the

project reaches the CEO our project must first be approved by the Community Commitment

Advisory Committee (CCAC), which acts as a gatekeeper. They will critique the project’s

budget, they will review both the project’s milestones and the Work Breakdown Structure, and

they will shed light on environmental factors that we have not directly addressed. For that

reason, it would act as a resistor stakeholder.

Michael Yoder

Social/Digital Media & Communication Practitioner

Communications and Marketing Department

Spectrum Health

Advisor

(616) 391-1382

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Michael Yoder and the department of communications and marketing at Spectrum Health will

act as a supporter of the campaign. It will help with developing the campaign structure. This

includes: building the social media platform, draft the literature, and designing the gear. The

department has initial impact during the research phase of the project, due to the fact that it is

setting the foundation for the campaign. Once that is complete, the communication and

marketing department is expected to introduce the social media platform during the launch stage.

Greg Rybka

Spectrum Health “Own It” Campaign Team

Project Manager

(330) 400-0906

The project manager acts as the facilitating stakeholder. He will ensure that the project is moving

forward and meets every deadline. He will moderate the meetings and implements suggestions

from other stakeholders, detect assumptions and risks, and resolve conflicts. The project

manager's ability to manage the project without formal authority to hire and fire will prove to be

the difference between success and failure. Overall, the main role of this stakeholder is to align

the vision for the project is in line with Spectrum Health’s 2020 goal of becoming the top

healthcare provider in the United States by 2020.

External Stakeholders: Jim Ayres

Mental Health Foundation Vice President

Partner

(616) 389-8601

The partnership with the Mental Health Foundation will contribute to the mental health aspect

of creating the overall healthy lifestyle that the campaign is promoting. The foundation will take

part in designing the literature for high school and middle school talks and have a role in creating

one of the booths at the fairs.

Teresa Weatherall Neal

Grand Rapids Public School District Superintendent

Partner

(616) 819-2193

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The public schools could act as a resistor stakeholder. In order to proceed with the Spectrum

Health “Own It” campaign, we need the cooperation and approval from Teresa Weatherall

Neal, the superintendent of Grand Rapids Public Schools. Getting her on board with this project

is key for starting the first phase. We recognize that not all public schools will be willing to

participate. Because of this we are only aiming for at least a majority of the elementary schools,

middle schools, and high schools to participate with this campaign.

Administrators

Public Schools Outside of Grand Rapid School District

Partner

N/A

The public schools could act as a resistor stakeholder. In order to proceed with the Spectrum

Health “Own It” campaign, we need the cooperation and approval from the public schools

located outside the Grand Rapid Public School District. Getting them on board with this project

is vital for beginning the first phase. We recognize that not all public schools will be willing to

participate. Because of this, we are only aiming for at least a majority of the elementary schools,

middle schools, and high schools to participate with this campaign.

We also acknowledge that other stakeholders such as parents, high school students, middle school students, elementary school students, teachers, and the Kent County community are not

listed above. Nonetheless, they play an important role within this project. The success of the project is contingent on their support, and because of this we clearly account for them in the

Work Breakdown Structure. Given the difficulty of developing a metric that measures the stated parties’ support. We acknowledge them here.

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Risk Register

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High-Level Timeline with Dependencies and Key Milestones

WBS Task Name Duration Start Date End Date

Project Management 94 days Wednesday, January 06,

2016

Saturday, April 09, 2016

1.a. Initiation 30 days Wednesday, January 06,

2016

Friday, February 05, 2016

1.b. Planning 28 days Monday, February 08, 2016 Monday, March 07, 2016

1.c. Execution 18 days Tuesday, March 08, 2016 Saturday, March 26, 2016

1.d. Closeout 13 days Sunday, March 27, 2016 Saturday, April 09, 2016

2. Research 102 days Monday, April 11, 2016 Friday, July 22, 2016

2.a. Set up campaign headquarters 7 days Monday, April 11, 2016 Monday, April 18, 2016

2.a.i. Hire Project Team and Representatives 18 days Monday, April 11, 2016 Friday, April 29, 2016

2.a.ii. Train Project Team and Representatives 18 days Monday, May 02, 2016 Friday, May 20, 2016

2.b. Design & Produce Gear 73 days Tuesday, April 19, 2016 Friday, July 01, 2016

2.c. Design and Print Booth Materials 73 days Tuesday, April 19, 2016 Friday, July 01, 2016

2.c.i. Design General Material 45 days Tuesday, April 19, 2016 Friday, June 03, 2016

2.c.ii. Design Station Curriculum 31 days Tuesday, April 26, 2016 Friday, May 27, 2016

2.c.iii. Construct Stations 32 days Monday, May 30, 2016 Friday, July 01, 2016

2.d. Obtain Kent County School Administrators 46 days Friday, July 01, 2016 Friday, July 22, 2016

2.e. Shop for and Purchase Vehicle 25 days Monday, June 06, 2016 Friday, July 01, 2016

2.f. Develop Spectrum Health release form and

pamphlet

9 days Wednesday, June 22, 2016 Friday, July 01, 2016

2.g. Prepare all Social Media Platform 21 days Friday, July 01, 2016 Friday, July 22, 2016

2.g.iii. Create Social Media Accounts 12 days Friday, July 01, 2016 Wednesday, July 13, 2016

2.g.iv. Develop Content 21 days Friday, July 01, 2016 Friday, July 22, 2016

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2.g.v. Social Media posts prepared 9 days Wednesday, July 13, 2016 Friday, July 22, 2016

3. Launch 89 days Friday, July 01, 2016 Wednesday, September 28,

2016

3.a. Contact Media Outlet 68 days Friday, July 22, 2016 Wednesday, September 28, 2016

WBS Task Name Duration Start Date End Date

3.b. Arrange Launch at East Kentwood High School 9 days Monday, August 01, 2016 Wednesday, August 10, 2016

3.c. Invite Spectrum Families 7 days Wednesday, August 10, 2016 Wednesday, August 17, 2016

3.d. Set up event 1 day Tuesday, September 27, 2016 Wednesday, September 28, 2016

3.e. CEO delivers Own It Campaign (Launch Event) 1 day Wednesday, September 28, 2016

Wednesday, September 28, 2016

3.f. Launch Social Media Campaign 1 day Wednesday, September 28,

2016

Wednesday, September 28, 2016

4. Organize 368 days Monday, October 03, 2016 Friday, October 06, 2017

4.a. Campaign Members reach out, engage, and

equip

249 days Monday, October 03, 2016 Friday, June 09, 2017

4.a.i. Reach Out to High School Students 228 days Monday, October 03, 2016 Friday, May 19, 2017

4.a.ii. Engage Elementary/Middle School Students 21 days Friday, May 19, 2017 Friday, June 09, 2017

4.b. Selection and Training of Nurses for fairs 368 days Monday, October 03, 2016 Friday, October 06, 2017

5. Host 588 days Friday, October 06, 2017 Friday, May 17, 2019

5.a. Send staff and volunteers to the high schools 588 days Friday, October 06, 2017 Friday, May 17, 2019

5.b. Run fairs 588 days Friday, October 06, 2017 Friday, May 17, 2019

5.b.i. Host 50 (initial) Health Fairs 223 days Friday, October 06, 2017 Thursday, May 17, 2018

5.b.ii. Host (final) 50 Health Fairs 228 days Monday, October 01, 2018 Friday, May 17, 2019

6. Evaluation 72 days Monday, May 20, 2019 Wednesday, July 31, 2019

6.a. Send out survey to community 4 days Monday, May 20, 2019 Friday, May 24, 2019

6.b. Collect Surveys 19 days Wednesday, June 05, 2019 Monday, June 24, 2019

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6.c. Analyze Survey 17 days Thursday, June 27, 2019 Sunday, July 14, 2019

6.d. Collect Social Media Data 11 days Wednesday, July 17, 2019 Sunday, July 28, 2019

6.e. Analyze Results from Social Media 18 days Monday, July 01, 2019 Friday, July 19, 2019

6.f. Final Conclusion of Result 9 days Monday, July 22, 2019 Wednesday, July 31, 2019

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Roles and Responsibilities Matrix

The following are brief descriptions of each category as defined by the project team.

Responsible: The persons performing and completing the necessary work

Accountable: The distinct individual who is answerable to the project manager that

the work is done on time, meets requirements, and is acceptable

Consulted: The persons who have information necessary to complete the work, and may

also assist in the completion of the task

Informed: Individuals should be notified when the work is complete

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33 of 51

WBS CEO

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1. Project Management

1.a. Initiation

1.a.i. Develop project charter A R R R R R

1.a.ii. Develop project scope A R R R R R

1.a.iii. Deliverable: submit project charter & scope A R R R R R

1.a.iv. Submit project charter & scope for review by sponsor A R R R R R

1.a.v. Acquire project acceptance from sponsor A R R R R R

1.b. Planning

1.b.i. Develop work breakdown structure R A R R R R

1.b.ii. Develop high level timeline R A R R R R

1.b.iii. Develop high level budget R R R A R R

1.b.iv. Develop communication management plan R R A R R R C

1.b.v. Develop roles and responsibilities matrix A R R R R R

1.b.vi. Develop stakeholder register R R A R R R

1.b.vii. Develop a risk management plan A R R R R R

1.c. Execution & Control

1.c.i. Control cost R A

1.c.ii. Manage timeline A R

1.c.iii. Assure quality of work A R

1.c.iv. Manage risks A R

1.c.iv.1. Scope

1.c.iv.1.a. Failure to gain cooperation from public education system R A C C

1.c.iv.1.a.i. Establish a positive relationship with education system before asking for their participation R A R C R C C

1.c.iv.1.a.ii. Utilize Spectrum network of community outreach volunteers R A C C

1.c.iv.1.b. Failure to find committed, charismatic speakers A R

1.c.iv.1.b.i. Ensure that Spectrum reaches out to the top speakers in the region A R

1.c.iv.1.b.ii. Thoroughly assess speakers before hiring (must watch at least one public speaking event prior) R A

1.c.iv.1.c. Failure to comply with Mental Health Foundation A R R

1.c.iv.1.c.i. Maintain open communication with the Foundation R A R

1.c.iv.1.c.ii. Have bi-weekly phone call check-ins with the Foundation R A R

1.c.iv.1.c.iii. Support Mental Health Foundation events through participation and social media R R A C R

1.c.iv.1.d. Lack of cooperation with the public education system A R C R R C

1.c.iv.1.d.i. Thoroughly research state protocol for public education system R A C C

1.c.iv.1.d.ii. Reach out to at least three other successful school campaigns aimed at improving the health of children in public schools R A R I I I

1.c.iv.1.e. Parents do not consent to child’s participation A R C

1.c.iv.1.e.i. Send home a pamphlet to the parents explaining about the upcoming health fair R A

1.c.iv.1.e.ii. Promote the benefits of these health fairs through social media R R A C

1.c.iv.1.f. Lack of high school student volunteer participation and low elementary student turnout A R R R I

1.c.iv.1.f.i. Incentivize high school students with service hours that may count toward graduation and college applications A C C

1.c.iv.1.f.ii. Clearly relay the advantages of the health fairs to elementary school administrators R A C C

1.c.iv.1.f.iii. Use social media to convey the importance of participating in this events R A C R

Roles and Responsibility Matrix(RACI Chart)

Responsible / AccountableConsulted / Informed

Roles and Responsibility Matrix (RACI Chart)

TEAM LIBERTY

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WBS CEO

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1.c.iv.2. Time

1.c.iv.2.a. Misjudge the amount of time it takes to reach milestones A R R R R R I I I

1.c.iv.2.a.i. Delegate tasks so that time is used efficiently A R R R R R

1.c.iv.2.b. Delay in receipt of supplies R A

1.c.iv.2.b.i. Place orders well before needed (with at least two weeks extra padding) R A C

1.c.iv.2.b.ii. Order only from reliable companies (don’t sacrifice quality for price) R A C

1.c.iv.2.c. Employees voluntarily resign

1.c.iv.2.c.i. Immediately begin hiring process for new employees R A

1.c.iv.2.c.ii. Make sure current employees have a voice and are compensated well R A

1.c.iv.2.c.iii. Foster an encouraging and supportive work environment R A

1.c.iv.3. Cost

1.c.iv.3.a. Project fails to meet cost expectations R R R A R R

1.c.iv.3.a.i. Keep a ledger of all expenses R A

1.c.iv.3.a.ii. Ensure that safety fund is available in case of cost-inducing, unforeseen events R A

1.c.iv.3.b. Failure to acquire sufficient resources within the project timeline R A R

1.c.iv.3.b.i. Ensure a strict observance of the deliverable schedule R A C

1.c.iv.3.b.ii. Have reserve resources on hand (including extra gear, equipment, and literature materials) R A R C

1.d. Closeout

1.d.i. Obtain Sponsor Approval I A R R R R R C

1.d.ii. Reflection on project successes and failures I A R R R R R I I I I I

1.d.ii. Closeout Project A R R R R R

2. Research

2.a. Set up campaign headquarters R A C R

2.a.i. Hire Representatives C R A

2.a.ii. Train Representatives C R A

2.b. Gear

2.b.i. Seek out firms that could produce gear C R C A C

2.b.ii. Design I I A R C

2.b.ii.1 T-shirt I A R C

2.b.ii.2 Wristbands I A R C

2.b.ii.3 Hats I A R C

2.b.ii.4 Drawstring bags I A R C

2.b.ii.5 Mini-foam footballs I A R C

2.b.ii.6 Frisbee I A R C

2.b.ii.7 Pencils I A R C

2.b.iii. Order mass quantities of each I A C R C

2.b.iv. Rent storage garage I R/A C C

2.b.v. Develop an inventory system I A R C

2.c. Materials

2.c.i. Design General Material I I A R C

2.c.i.1. Banners I A R C

2.c.i.2. School bus wrap I A R C

2.c.i.3. Printed materials I A R C

2.c.i.3.a. Palm cards I A R C

2.c.i.3.a.i. OWN IT campaign and purpose I A R C

2.c.i.3.a.ii. Fair and its features I A R C

2.c.i.3.b. Stickers I A R C

2.c.i.4. Seek out firms for printing materials I R C A C

Roles and Responsibility Matrix(RACI Chart)

Responsible / AccountableConsulted / Informed

TEAM LIBERTY

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WBS CEO

, Sp

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um

Pro

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2.c.ii. Design Station Curriculum I R A C C

2.c.ii.1. Conduct thorough research for each station I A R

2.c.ii.1.a. Develop 3 significant facts to communicate at each station I A R

2.c.iii. Construct stations I A R C

2.c.iii.1 Heart station I A R C

2.c.iii.1.a. Explain what causes heart disease R/A

2.c.iii.1.b. Pass out gloves for holding the heart R/A

2.c.iii.1.c. Hold a (sheep) heart R/A

2.c.iii.1.d. Show a model of a diseased heart for comparison R/A

2.c.iii.2. Lung Station I A R C

2.c.iii.2.a. Display a fake cigarette hooked up to simulated lung on TV R/A

2.c.iii.2.b. Discuss health risks of smoking (and addictions in general) R/A

2.c.iii.3 Mental health station I A R C

2.c.iii.3.a. Show “be nice.” video R/A

2.c.iii.3.b. Quick talk on connection between mind, body, and overall health R/A

2.c.iii.3.c. Hand out “be nice.” bracelets R/A

2.c.iii.3.d. Time for questions R/A

2.c.iii.4. Asthma station I A R C

2.c.iii.4.a. Have children test lung strength with Deep Breathing Exerciser R/A

2.c.iii.4.b. Inform children on symptoms of Asthma R/A

2.c.iii.4.c. Talk about treatments available with Asthma R/A

2.c.iii.4.d. Talk about risks of not treating Asthma R/A

2.c.iii.5. Obesity I A R C

2.c.iii.5.a. Show an example of muscle versus fat on a scale R/A

2.c.iii.5.a.i. Explain that muscle weighs more than fat and fat takes up more space than muscle R/A

2.c.iii.5.b. Have children touch fake fat R/A

2.c.iii.5.c. Blood pressure screening R/A

2.c.iii.6. Type 2 Diabetes I A R C

2.c.iii.6.a. Explain connection between lack of exercise and unhealthy diet which may lead to Type 2 Diabetes R/A

2.c.iii.6.b. Explain symptoms R/A

2.c.iii.6.c. Display a year’s worth of diabetic supplies, this includes: R/A

2.c.iii.6.c.i. Syringes R/A

2.c.iii.6.c.ii. Testing strips R/A

2.c.iii.6.c.iii. Blood glucose test needles R/A

2.c.iii.7. Nutrition I A R C

2.c.iii.7.a. Explain value of healthy eating R/A

2.c.iii.7.b. Offer a healthy snack at station R/A

2.c.iii.8. Body Mass Index I A R C

2.c.iii.8.a. Breakdown of how to perform a BMI test R/A

2.c.iii.8.b. Provide optional BMI test R/A

2.c.iii.8.c. Explain how to properly interpret the test R/A

2.c.iii.9. Physical Activity I A R C

2.c.iii.9.a. Flexibility test R/A

2.c.iii.9.b. Individual trampoline R/A

2.c.iii.9.c. Jump ropes R/A

2.c.iii.9.d. Speed ladder R/A

2.c.iii.10. Campaign Station I A R C

2.c.iii.10.a. List OWN It objectives R/A

2.c.iii.10.b. Provide general statistics on childhood diseases R/A

2.c.iii.10.c. Show how to get involved through social media R/A

2.c.iii.10.d. Explain connection between mental health, physical health, and nutrition R/A

Roles and Responsibility Matrix(RACI Chart)

Responsible / AccountableConsulted / Informed

TEAM LIBERTY

36 of 51

WBS CEO

, Sp

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um

Pro

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Man

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2.d. Contact Kent County School Administrators A R

2.d.i. Meet with the Superintendent of the Grand Rapids Public School District I R A R C/I

2.d.i.1. Schedule visits to individual schools in the Grand Rapids Public School District I R A R C/I

2.d.i.1.a. Meet with individual elementary, middle, and high school administrators within the Grand Rapids Public School District I R A R C/I

2.d.i.1.a.i. Gain approval to school administrators I C A R C/I

2.d.ii. Schedule visits to individual schools outside of the Grand Rapids Public School District to meet with school administrators I R A R C/I

2.d.ii.1. Meet with individual elementary, middle, and high school administrators outside the Grand Rapids Public School District I R A R C/I

2.d.ii.1.a. Gain approval from school administrators I C A R C/I

2.e. Vehicle R A C C

2.e.i. Shop for an old school bus R A C

2.e.ii. Purchase a bus using the funds allotted in the budget C/I A R

2.e.ii. Have the bus wrapped with a graphic that includes the logos for both Spectrum Health and the OWN IT campaign I I C R A C

2.f. Develop Spectrum Health release form and pamphlet C/I R A R R C

2.g. Social Media Platform I I A R C

2.g.iii. Create Social Media Accounts I A R C I

2.g.iii.1. Campaign website A R C I

2.g.iii.2. Facebook R A C I

2.g.iii.3. Twitter R A C I

2.g.iii.4. Instagram R A C I

2.g.iii.5. Snapchat R A C I

2.g.iii.6. Pinterest R A C I

2.g.iv. Develop Content I I/C A R C

2.g.iv.1. Create infographics using I R A C

2.g.iv.1.a. Statistics R R A

2.g.iv.1.b. Dates and locations R R A C

2.g.iv.2. Create videos for stations as well as campaign advertising I R A C

2.g.v. Plan 2 weeks of social media posts for post-launch I R/A C I

3. Launch

3.a. Contact Media Outlet C I C R/A I

3.b. Arrange Launch at East Kentwood High School C A R C C R I I

3.c. Invite Spectrum Families I A R

3.d. Set up event I A R R R

3.d.i. Strategic Bus placement I A C

3.d.ii. Stage I A R R

3.d.iii. Information Booths I A R R

3.d.iv. Extras: balloons, microphone, chairs, etc. I A R R

3.e. CEO delivers Own It Campaign (Launch Event) R I A

3.f. Launch Social Media Campaign I R A C R

3.f.i. Post on all platforms I R A I R

3.f.ii. Promote each post for 2 weeks following the launch I R A I R

4. Organize

4.a. Campaign Members reach out, engage, and equip A/C R R A

4.a.i. Reach Out to High School Students I R A C C

4.a.i.1. Inform students on consequences of not owning their health R A R

4.a.i.2. Offer incentives R A C C

4.a.i.2.a. Looks good on a college application R A

4.a.i.2.b. Receive service hours for graduation R A C C

4.a.i.3. Target students already involved in health clubs R A C C

Roles and Responsibility Matrix(RACI Chart)

Responsible / AccountableConsulted / Informed

TEAM LIBERTY

37 of 51

WBS CEO

, Sp

ectr

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Pro

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Man

age

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4.a.ii. Engage Elementary/Middle Schoolers I R A C C

4.a.ii.1. Send representative into health classes I R A C C

4.a.ii.2. Start with an activity R A C C

4.a.ii.3. Break into smaller groups R A C C

4.a.ii.3.a. Assign a campaign personnel to each group C R R A C C

4.a.ii.4. Distribute release forms to elementary and middle school administration I R C A C C

4.b. Selection of Nurses for fairs C C R/A R

4.b.i. Request a list of retired and currently employed nurses and doctors in Kent County from Spectrum Health R/A R

4.b.i.1. Reach out to nurses and doctors to solicit their assistance in this campaign C R/A R

4.b.i.2 Distribute health fair curriculum to the volunteers I A R

4.b.i.2.a. Emphasize that volunteers include 3 takeaways for each station as well as the medical research provided I A R

5. Host

5.a. Send staff and volunteers to the high schools A R/C R

5.a.i. Bring the literature, equipment, and other materials needed R A R

5.b. Run fairs I R A R

5.b.i. Host 50 (initial) Health Fairs I R A R

5.b.ii. Host (final) 50 Health Fairs I R A R

6. Evaluation

6.a. Send out survey to community I A R C C I I I I

6.b. Collect Surveys I R A

6.c. Analyze Survey A R R R R R

6.d. Collect Social Media Data I A R

6.e. Analyze Results from Social Media I R A C

6.f. Final Conculsion of Result I A R R R R R I I I I I I I

Roles and Responsibility Matrix(RACI Chart)

Responsible / AccountableConsulted / Informed

TEAM LIBERTY

38 of 51

High Level Budget

WBS ID Task Name Type Estimated Cost Funding Mechanism

1. Project Management

1.c.i. Manage Risk: Scope Other $13,000.00 Spectrum Health

1.c.ii. Manage Risk: Time Other $13,000.00 Spectrum Health

1.c.iii. Manage Risk: Cost Other $14,000.00 Spectrum Health

2. Research

2.a. Set up campaign headquarters Resource $10,000.00 Spectrum Health

2.a.i. Hire 10 Representatives (10 Reps x $34,000 per year x 3.5 years) Labor $1,190,000.00 Spectrum Health

2.a.ii. Train Representatives Labor $4,500.00 Spectrum Health

2.b. Gear Materials $310,000.00 Spectrum Health

2.c. Materials Materials $65,000.00 Spectrum Health

2.c.i. Design General Material Materials $39,000.00 Spectrum Health

2.c.ii. Design Station Curriculum Materials $10,000.00 Spectrum Health

2.e. Vehicle Equipment $15,000.00 Spectrum Health

2.f. Develop Spectrum Health release form and pamphlet Materials $1,000.00 Spectrum Health

2.g.iii. Create Social Media Accounts Resource $8,000.00 Spectrum Health

3. Launch

3.e. CEO delivers Own It Campaign (Launch Event) Other $5,000.00 Spectrum Health

4. Organize

4.b. Selection of Nurses for fairs (volunteer) Labor $0.00 Spectrum Health

5. Host

5.b. Run fairs Travel Cost $10,000.00 Spectrum Health

6. Evaluation

6.a. Send out survey to community Materials $500.00 Spectrum Health

Total $1,708,000.00

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Communication Management Plan The Communication Management Plan is an outline designed to organize the project's methods

of communication. The plan aids the communication process between the project stakeholders.

As a whole, the Communication Management Plan sets out the meetings that will occur

throughout the course of the project, including the Research, Launch, Organize, Host, and

Evaluate stages. The plan describes the message relayed in each meeting and identifies the

information needed, such as an agenda, schedule, or report. In addition to this, the plan

designates who is responsible for each meeting and who the audience is. The frequency of each

meeting is also denoted in the Plan as well as the method utilized to best reach the audience.

The Project Manager's role will be to diligently facilitate the communication occurring

throughout the course of the project. The project team and representatives will not only remain

informed themselves, but also actively engage in communication with their fellow team members

by utilizing the Plan. Clear communication is crucial in order for the project to be successfully

carried out, and the Communication Management Plan will guide this pursuit.

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Communication Plan Matrix

Stage Meeting Message Method Responsible Audience Information Frequency

Research Project Kickoff

Meeting

To introduce the

campaign, select key

members

Face-to-Face Project

Manager

Project Sponsor,

Project Support

(Communication

Practitioner),

CCAC

Agenda Once

Project

Research

Develop campaign

structure

Face-to-Face Project

Manager

Project Team Agenda Daily until

launch

Curriculum

Meeting

Develop campaign

curriculum

Face-to-Face,

Google Docs

Project

Manager

Project Team,

Doctor

Curriculum Daily until

complete

Project Budget

Meeting

Develop campaign

budget and ensure

finances stay balanced

Email, Google

Docs

Project

Manager

Project Team,

Project Support

(Director of

Finance,

Planning, and

Analysis),

CCAC

Agenda,

Budget

Report

Monthly

Meeting with

Representatives

Distribute curriculum

and explain the

project.

Face-to-Face,

Email

Project

Manager,

Project Team

Representatives Agenda,

Curriculum

Once

Contact schools Share campaign

purpose and propose a

visit and fair

Voice call or

face-to-face

Project Team School

Administrator

Schedule Reach all

schools listed

Launch Meeting with

Mental Health

Foundation

Develop partnership

and discuss their role

in our campaign

Face-to-Face Project

Manager

Mental Health

Foundation

Agenda,

Curriculum

Monthly

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Launch Meeting Explain program and

curriculum to

volunteers, ensure

goals are conveyed

Face-to-Face Project

Manager

Project Team,

Representatives

Agenda Once

Social Media Spread campaign

awareness

Social Media

Outlets

Project

Manager

Project Team Agenda Weekly,

monitored

daily

Organize &

Host

Gear

Distribution

Spread campaign

awareness

Face-to-Face Project Team Representatives,

Mental Health

Foundation

Agenda Bi-weekly

Project Team

Meeting

Review campaign

progress

Face-to-Face,

email

Project

Manager

Project Team Agenda Bi-weekly

Management

Newsletter

Inform project

members of upcoming

events and goals

achieved

Newsletter Project

Manager

Project Team,

Project Sponsor

Newsletter Monthly

Evaluate Volunteer

Meeting

Keep volunteers up to

date with campaign

objectives

Face-to-Face,

email

Representatives Volunteers Agenda,

Curriculum

As needed

Project

Evaluation

Meeting

Review surveys and

overall progress

Face-to-Face Project

Manager

Project Team,

Representatives

Agenda,

Surveys

Once

Project

Closeout

Meeting

Final reception Face-to-Face Project

Manager

Project Team,

Representatives,

Volunteers

Campaign

success

Once

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Communication Plan Directory

Role Name Title Email Phone

Project Sponsor Richard C. Breon CEO, Spectrum richard.breon@spectrumhealth.org 616-391-1382

Project Manager Greg Rybka Project Manager grybka@hillsdale.edu 330-400-0906

Project Team Peter Staab Director of

Operations

pstaab@hillsdale.edu 402-310-6372

Project Team Larissa Clark Director of Human

Resources

lclark@hillsdale.edu 260-449-5076

Project Team Victoria Tran Director of Finance vtran@hillsdale.edu 949-885-6299

Project Team Sophie Gorecki Director of

Information

Technology and

Design

sgorecki@hillsdale.edu 248-396-4529

Project Team Kelli Eddie Director of

Marketing

keddie@hillsdale.edu 616-443-5892

Project Support Michael Yoder Social/Digital Media

& Communication

Practitioner

myoder@spectrumhealth.org 616-391-1382

Project Support CCAC Community

Commitment

Advisory Committee

benjamin.oldsiii@spectrumhealth.org 616-267-0800

Superintendent for Grand

Rapids Public Schools

Teresa Weatherall

Neal

Superintendent -

Grand Rapids Public

School District

communications@grps.org 616-819-2193

Representatives All All Unknown Unknown

Volunteers (Retired Nurses) All All Unknown Unknown

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Administrators for schools

outside the Grand Rapids Public

School District

All All Unknown Unknown

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Assumptions

As the Communication Management Plan was developed, certain assumptions were made. Though the Plan and its

assumptions have been carefully thought out, each assumption made poses a risk to the success of the project.

Because of this, it is crucial for the project team members and representatives to understand what these

assumptions are in order to control the risks in whatever way possible. The assumptions are as follows:

Project manager oversees communication consistently

Meetings can be held at a central location

All project members have access to internet

Google Docs will be the main tool utilized to share information

Changes in agenda can be communicated effectively to all campaign members

Curriculum will be printed and distributed to all campaign members

Finances are documented and clearly communicated

Spectrum Health can maintain consistent communication with Mental Health Foundation

Project team has access to social networks

Project manager can gather accurate information for the newsletter

Volunteers attend meetings or check in with representatives

Surveys are returned and include honest feedback

Constraints

With these assumptions in mind, certain factors shape the communication possibilities and determine the

communication efforts throughout the project. The communication that will occur throughout the project must

remain within the project's approved budget, timeline, and resources. The Project Manager is responsible for

ensuring that all communication follows the Communication Matrix. Even so, certain limitations impact how

effective communication will be. The possible constraints are as follows:

Clear communication is not maintained by Project Manager and project team

Project team and representatives may work in separate locations

Technological complications prevent effective communication

Project team and representatives do not check email or Google Docs as frequently as necessary

Unforeseen costs in maintaining online platforms affect budget

Personal contact information cannot be released

Government regulatory policy prevents reasonable communication with schools and students

Spectrum Health’s organizational policies prevents effective communication

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Communication Methods & Technologies

While developing the Communications Plan, multiple factors contributed to the methods and technologies

implemented/chosen. The project team agreed that, as a policy, notifications for meetings will be sent via email no

less than 24 hours in advance, as to allow team members adequate time to prepare for meetings. Furthermore,

action items and assignments will be posted on Google Docs to allow for universal access. The Director of

Information Technology and Design will be in charge of maintaining and organizing utilized online platforms and

all shared data. Moreover, aspects of each phase will be divided among team members. This ensures that each

team member will be individually responsible and can be held accountable while working collectively. A

newsletter will be distributed to all relevant stakeholders on a monthly basis. The project manager is responsible

for ensuring the delivery of monthly documents.

The various methods of communication have been chosen for specific reasons: Face-to-face meetings

ensure that miscommunication is kept to a minimum. This is the preferred means of communication within the

project team as it is conducive to vision casting and open discussion. Using Google Docs as a file-sharing platform

is not only beneficial because it is free but also because it is accessible to everyone on the project team at all times.

Phone calls are another tool at the team’s disposal that easily connects members and representatives in

conversation even though they may be separated geographically. Additionally, the newsletter will condense all

relevant information about campaign successes and upcoming events in an easy to read format.

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Communications Matrix Dictionary

Term or Acronym

Project Sponsor The Project Sponsor holds ultimate authority over the Project, which includes authorizing the project

charter and scope as well as providing the project funding. The project sponsor represents the client

organization as a whole. The project sponsor will be given a monthly newsletter, all agendas, and

meeting minutes. The sponsor will attend the kickoff meeting, budget meeting, and closeout meeting.

Project Manager The Project Manager is the person assigned by Spectrum Health who is responsible for achieving the

project objectives through guiding the project team.

Project Team The project team includes the four people hired as campaign staff. Their responsibilities include:

research and developing the curriculum, recruiting representatives, scheduling visits and fairs.

Overall, the project team is the liaison between Spectrum Health and the schools and they oversee the

implementation of the project.

Project Kickoff Meeting The kickoff meeting will introduce the campaign, convey its importance, and select a project manager

and a project team.

Project Research The goal of project research is to develop the campaign structure.

Curriculum Meeting This meeting is strictly dedicated to developing the campaign curriculum.

Curriculum The curriculum is necessary for unifying the message of the health fairs across the county.

Project Budget Meeting The project budget meeting outlines the allotted funds for each aspect of the project. During this time,

measures will be set to ensure finances stay balanced.

Meeting with Representatives The project team will meet with their selected 10 campaign representatives, distribute the curriculum

and explain the project.

Mental Health Foundation The Mental Health Foundation is an organization founded to bring awareness to communities about

mental health and its important role in leading a healthy life. Their partnership with Spectrum Health,

including advocacy of the campaign and participation in the health fairs, will help complete the “Own

It” campaign.

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Launch Meeting This meeting will launch the campaign, unite all members involved in the project, and provide a clear

vision of the campaign's goals.

Social Media The utilization of Facebook, Twitter, and Instagram will help spread campaign awareness.

Gear Distribution The utilization of t-shirts, wristbands, hats, drawstring bags, mini-foam footballs, frisbee, and pencils

will help spread campaign awareness.

Management Newsletter This periodical will be developed by the project team to inform the project members of upcoming

events, achieved goals, and track the overall progress.

Volunteer Meeting The representatives will invite volunteers to attend meetings in order to keep them up to date with

campaign objectives and explain their role in the process.

Project Evaluation Meeting The project evaluation meeting is crucial in determining the campaign's success. During the meeting,

the project team will review surveys and overall progress.

Project Closeout Meeting The project closeout meeting will highlight the project's successes and celebrate the team's dedication.

Google Docs Google Docs is an online platform designed for groups to share information and collaborate on

documents.

Stakeholders A stakeholder is an individual, group, or organization who may affect, be affected by, or perceive

itself to be affected by a decision, activity, or outcome of a project.

Work Breakdown Structure The complete breakdown of every phase of the project scope into implementable and achievable

tasks.

CCAC The Community Commitment Advisory Committee is an independent community board responsible

for monitoring the funding of programs and services dedicated to underserved residents of West

Michigan. As one of their top goals to help prevent and self-manage chronic diseases, their strategies

include improving access to healthcare, building healthier families, and connecting community

members to resources.

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January 6, 2016 July 21, 2019 $1,708,000

Detailed Progress by Milestone

Activity Start End % Status

Initiation 01/06/16 02/05/16 100% Completed

Planning 02/08/16 03/07/16 100% Completed

Execution 03/08/16 03/26/16 90% In Progress

Closeout 03/27/16 04/09/16 0% Not Started

Research 04/11/16 07/22/16 0% Not Started

Scope Risk Budget Schedule

In Progress •

On Track

On Track On Track In Progress •

On Track

End Date

Start Date

Project Overview

Project Scope: Create a campaign for Spectrum Health that addresses the

rising cost of healthcare and, more significantly, the prevalence of chronic diseases such as Asthma, Type II Diabetes, and Obesity among young

people.

Project Sponsor: Spectrum Health

Project Manager: Greg Rybka

Accomplishments:

Completed Initiation and Planning Stages

o Project Charter & Scope

o Work Breakdown Structure

o Communication Management Plan

Objectives for Next Period:

Finalize Full Project Book

Deliver Summary Report

Issues and Risks 001—Failure to gain cooperation from public education system (25%) 003—Failure to partner with Mental Health foundation (20%) 007—Misjudged the amount of time it takes to reach a milestone (10%)

Current Status In Progress • On Track Project State Execution Budget

Executive Scorecard

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Change Log

The change log identifies the updates made to previously submitted deliverables

The change log addresses feedback and corrections noted on previous deliverables

The change log is consistent and easy to follow

The change log includes a change ID number, description, submission date, submitted by information and disposition.

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Change Log

Change ID Category Document Description of change Submitted

Submission Date Status Disposition Date Approval

Identifier

From the change request

Document where change is made

Described the proposed change

Person requesting the change

Date change was submitted

Open, Closed, Pending, Etc.

Approved, Deferred or Rejected

Date Change Was Approved

1 Stages Scope

Move development of station curriculum from Organize phase to Research phase Greg Rybka 2/29/16 Pending

2 All Elements Charter & Scope

Purchase school bus instead of an RV Peter Staab 2/29/16 Pending

3 Phases Scope High school precedes elementary Greg Rybka 2/29/16 Pending

4 All Elements Scope

The middle school students will be attending the fairs rather than hosting them, as was previously stated in the charter and scope Greg Rybka 2/29/16 Pending

7 Budget Charter Remove hiring campaign staff from budget Victoria Tran 2/29/16 Pending

8 Assumption Scope

Assumption: Our project management staff will become our campaign staff Greg Rybka 2/29/16 Pending

9 Assumptions Scope

Assumption: Our campaign headquarters will exist at Spectrum Greg Rybka 2/29/16 Pending

10

Business Purpose and Justification Charter

Remove the mobile health assessment aspect of the campaign Greg Rybka 2/29/16 Pending

11 Research Scope

Fairs will include 10 stations, as opposed to 11 - Removed hygiene station Peter Staab 2/29/16 Pending

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Change ID Category Document Description of change Submitted

Submission Date Status Disposition Date Approval

12 Risks High Level Risks

Lack of cooperation at the public education system Larissa Clark 3/11/16 Open

13 Risks High Level Risks

Remove the participation of elementary students from the concerns with student participation – Because elementary school participation is contingent upon the risks associated with parents and schools Greg Rybka 3/11/16 Open

14

High Level Timeline with Dependencies

High Level Timelines with Dependencies

Start Date for the Launch event was changed from 7/1/2016 to 7/22/16 Peter Staab 3/11/16 Open

15 N/A N/A Change titles of Project Team members Greg Rybka 3/11/16 Open