Presented by Eco-Tastic: Whitney Sheppard, Jenna Resendes, Paul Douce, Elizabeth Koen, Ana Amaya

Date: June 13, 2011Presented to: Rishi Kumar & CKPM203 Class

Agenda

Project Scope & Requirements Management PlanSchedule Management PlanCost Management PlanHuman Resources Management PlanCommunications Management PlanQuality Management & Process Improvement PlanRisk Management PlanProcurement Management Plan

Scope Statement: Party Like An Animal project includes organizing and executing New Years Eve gala

to help raise money for the 2012 "Great Canadian Shoreline Cleanup" Eco-Tastic has been appointed by World Wildlife Fund of Canada, project sponsor Project Budget: $10,000 Canadian dollars; Expected fundraising goal of $75,000

through 300 ticket sales, silent auctions and subsequent donations (private and corporate)

The gala will take place on Saturday December 31, 2011 and will be held at The Royal Ontario Museum, 100 Queens Park Toronto Ontario M5S 2C6 Temetry Gallery of Dinosaurs & REED Gallery of Mammals

Scope Management Plan

Create a memorable event for 300 guests Raise $75,000 for the World Wildlife Fund of Canada Raise enough funding to pay for the venue, marketing and entertainment, if the

allotted budget is exceeded Confirm sponsors to help promote the event to existing supporters Secure sponsors and confirm them Implement an advertising campaign to promote the event and increase

awareness of the cause Provide entertainment for the gala (Ex. DJ) Establish and provide security requirements Recruit team and required volunteers Generate general community awareness through newspapers, radio stations and

TV ads

Project Scope - Deliverables

The project team is working in an environment of cooperation and open communication

The team will hold interviews with stakeholders and fact find with the WWF-Canada to gather information and requirements for the project

As team members fulfills their duties by researching to gather information, they are required to complete and submit a requirement change report form

Forms will be gathered and reviewed by P.M. and than filed on record Requirements will be reviewed, analyzed and authorized as a definite change in the

scope, if needed.

Requirements Management Plan

Scheduling Management Plan

Gala event date is fixed – no flexibility Milestones for all deliverables Progress to be reviewed at weekly project team meetings to ensure all tasks are on

track Change request and sponsor approval is required for any changes to schedule

Scheduling Management Plan

Cost Management Plan

Hard Cost Breakdown Fundraising Breakdown

Administration $250Tickets Sold for Gala – 300 tickets, each priced at $200

$60,000

Marketing and Promotion $2,000

Silent Auction All Inclusive Trip to Jamaica for 2 people – Value: $6000; Muskoka Cottage Weekend Get-Away – Value: $1500; MacBook Pro (13-inch, 2.3 GHz) Value: $1500; Spa Gift Certificates x 2 – Value: $500; Maple Leaf Tickets x 4 – Value $500

$10,000

Gala Event $7,500 Sponsorship $7,500

Contingency $250 Private Donation $7,500

Total: $10,000 Total: $85,000

Summary :

Expenses $10,000

Profit $80,000

Grand Total: $75,000

$0.00

$1,000.00

$2,000.00

$3,000.00

$4,000.00

$5,000.00

$6,000.00

$7,000.00

$8,000.00

$9,000.00

$10,000.00

0 20 40 60 80 100 120 140 154

Cost

Days

COST vs TIME

COST vs TIME

Cost Management Plan – S-Curve

Human Resources Management PlanROLE RESPONSIBILITY AUTHORITY COMPETENCYProject Manager Liaison between sponsor & project

team Project charter & plan development Lead weekly status meetings Project evaluation & closeout Manage project throughout

lifecycle

Schedule changes Good organization Strong leadership skills Strong communication skills Possess good judgment Strong interpersonal skills

Marketing Manager

Create sponsorship plan & obtain sponsors

Develop & execute marketing plan Development of promotional

material Design & manage selling of gala

tickets

Sponsorship plan approval

Marketing plan approval

Creative Good organization Strong interpersonal skills Good communication skills

Finance Manager Develop & manage budget, budget approvals and variance

Research financial information regarding contract & resource cost

Administer payroll for all contracts

Cost plan approval

Strong budgeting skills Good communication skills

Human Resources Management Plan

Event Manager Secure venue (includes contract negotiations)

Plan and oversee gala requirements

Menu selection Venue decoration

Contract approval Menu approval Decoration/Theme

approval Approval of volunteers

secured

Creative Good organization Strong interpersonal

skills Good communication

skills

Entertainment Manager

Obtain DJ and MC for gala Coordinate entertainment for

evening

Entertainment approval

Good organization Good communications

skills

Community Care Coordinator

Administrative requirements Volunteer recruitment and

scheduling Coordination of vendor payment Coordination of charitable

donation receipts Coordination of sponsorship

appreciation notices

Good communication skills

Good organization

ROLE RESPONSIBILITY AUTHORITY COMPETENCY

Communications Management Plan

Figure: Stakeholder Analysis

Quality system is divided into departments; each departmental manager is responsible for everything within their own department

Integrated Change Control If more funding is required by a specific department, a meeting is held by all managers to determine

if there is additional funds to offset extra expenses or if there is a less expensive alternative If a solution cannot be reached, a change request will be initiated to the sponsors to see if the

problem can be rectified.

Guideline Process Improvement Target is anything that will minimize expenditures in order to allocate additional funds towards

WWF-Canada, without sacrificing sponsors’ quality requirements

Quality Management & Process Improvement Plan

Department Report

Analyze Review

Is it within scope? Proceed

Revise Plan

Risk Management Plan

Risk Management Plan

ID Risk Name Probability: From 1 to 3

Impact: From 1 to 3

Importance = P x I

1 Funding Delays 1 3 3

2 Unresponsive sponsors 2 3 6

3 Volunteers do not show up 2 3 6

Simple to read, maintain and manage Account for closing phase and transition risks

ID Risk Name Owner Response

2

Unresponsive Donors

Marketing Manager

Mobilize professional sponsor relation teams in engaging sponsors; for institutional sponsors, establish territory and industry sales-like strategy planning

Procurement Management Plan

Procurement Process – Entertainment (MC)

1. Planning• Obtain referrals from organizers of previous WWF-Canada events• Consult list of MC’s previously used by Eco-Tastic• Interview list of candidates• Develop a Statement of Work

2. Conduct Procurements• Based on expert judgment of the Entertainment Manager•Firm Fixed Price Contract

3. Administer Procurements• Monitor to ensure MC adheres to terms of contract (i.e. Arrives on time, follows scripting, etc.)

4. Close Procurements• Complete Procurement File

Procurement Items• Entertainment (DJ & MC)• Catering (Food and Beverage)• Security• Printing House• Venue• Sponsorship