g. Provide a preliminary line item budget. Include detailed estimated costs with explanation/justification for expenditures to support your budget estimates.

BADM 634 - Initiating the Project

Project Charter & Presentation – Residency Weekend Fall 2020

Develop a project charter and presentation. These will be submitted as separate documents.

PART 1: PROJECT CHARTER DEVEOPMENT

1.) Create each section of a charter for a sample project using given project information provided below.

2.) Constructing the project charter:

The sponsor and project team typically work together. In practice, often the team prepares the first draft and then discusses with sponsor. For this exercise the project charter is being designed by the team to present to the sponsor in order to secure a contract for the project.

a. Develop scope overview and business case: This is the “elevator speech” – a half minute summary of the project.

b. Develop the team operating principles.

c. Identify Stakeholders. Internal/External and Impacted by Project Progress/Impacted by Project Results. See Kloppenborg Exhibit xx.x, page xxx)

d. Provide a project scope statement.

i. Identify Deliverables and Acceptance Criteria. Use SMART criteria in development of these elements.

ii. Identify risks, assumptions and constraints

1. Provide a Risk Register for identified risks

e. Create a detailed WBS with Activity List. Use SMART criteria in creating the WBS.

f. Create a stakeholder listing (primary stakeholders and all other stakeholders). Provide a RACI chart with this list.

g. Provide a preliminary line item budget. Include detailed estimated costs with explanation/justification for expenditures to support your budget estimates.

ASSIGNMENT DETAILS:

As your team prepares the project charter, please attend to the following additional guidelines:

1) Format of the Project Charter is at the discretion of the project team. Completed Project Charter must be submitted as a single document (Word or PDF). All portions must be legible (inserted charts from Excel must be easily read).

2) Proofread the document carefully before submission!

3) Project Charter will be submitted only by the Group Leader or designee.

Project Charter Details

Scenario: The objective of this project is to implement a trial Residency Weekend to be held at a new location for the University of the Cumberlands (UC). The Residency Weekend will follow traditional hours for meetings: Friday 5pm – 10pm, Saturday 8am – 7:30pm and Sunday 8am – 1pm. The project charter will be created to present to the Project Sponsor (Instructor) as part of a bid process. You will be “competing” against other project teams to secure the contract to provide this trial weekend. All facets of a Residency Weekend will need to be covered in the Project Charter to ensure best opportunity for selection of your project.

Project baseline considerations:

· Where will the Residency Weekend be held? City and site.

· Establish a detailed budget to demonstrate all potential costs have been considered and are included.

· Source costs from websites (airlines, hotels, convention centers, meeting halls, and any additional services that may be required to implement the project).

· A list of the major deliverables from the project are thoroughly described.

· Specific reviews: The Project Charter will be reviewed by the project team and approved.

· Follow the SMART protocol when required.

· The final approval will be the Sponsor (course Instructor).

Project Knowns:

· The current sites for UC Residency Weekends are Northern Kentucky/Cincinnati, Washington, DC/Virginia, Dallas, TX and Seattle, WA.

· The trial weekend will be conducted February 5-7, 2021.

· The COVID-19 pandemic has subsided and will not be a contributing factor for this project.

· A successful trial weekend will lead to the establishment of a new Residency site.

· The trial site will need to be easily accessible to transportation options both arriving to the destination and during the weekend.

· Adequate lodging must be available near the Residency site.

· There are usually six (6) classes held during a typical Residency Weekend with approximately 300 students, 6 instructors and 3 support staff.

· Instructors and support staff will need to be provided travel, room and board through the weekend. Instructors could come from anywhere in the continental U.S. so some travel (anything over 750 miles) will need to be scheduled for arrival on Thursday evening. Less than 750 miles can arrive Friday morning if flights allow arrival by noon local time. Instructors cannot leave the Residency site on Sunday until after 2pm local time.

· The 3 support staff members will be travelling from the main campus at Williamsburg, KY

· The instructors will be travelling from:

· Williamsburg, KY

· Pittsburg, PA

· Raleigh, NC

· Madison, WI

· Phoenix, AZ

· Cheyenne, WY

· There is no set budget assigned to the project. The project team will need to create a detailed budget proposal as cost for the weekend will be one of the criteria used for selecting the project team.

· Students will utilize detailed Internet research to establish potential costs.

· Constraints: It is important to define any and all constraints on the project or those working on the project.

PART 2: POWER POINT PRESENTATION

1) Prepare a Power Point Presentation covering significant information in the Project charter. This is a presentation of your project and the charter; not the research paper.

2) Presentation should contain detailed speaker notes for each slide.

3) Presentation should contain 10 slides of information in total (title page and any non-informative pages will not count toward total).

4) Do not present the Project Charter; present the actual project and Residency Weekend as envisioned by your team. The Sponsor’s selection of the winning project team will be based upon the completed Project Charter and an informative presentation of the project team’s vision for the trial weekend. The Power Point should be considered a “sales pitch”.

Recommendations for Power Point:

1) Do not just copy and paste information from the Project Charter. The Power Point presentation is to be utilized to gain the Sponsor’s interest for your project.

2) Power Points need to be more visual then textual. If slide is primarily information listed in text format your audience will quickly read the slide and ignore what you are actually saying. Slides should contain visual renditions of the information being provided by the speaker (which will be reflected in the detailed speaker’s notes included).

3) Charts and graphs are usually good visual inclusions.

4) Slides (and any text) must be legible to a person in the back row of a meeting room.

5) Fonts should be consistent throughout.

Most importantly - Have fun with this assignment!

Note: Follow all guidelines and instruction as defined in these instructions and associated rubrics. The final deliverables are the Project Charter and the Power Point presentation to be submitted separately. Ask the instructor for clarification as needed.