Project Estimating Schedule and Summary

Project “Fill the Well”: Project Plan

Learning Team 3 Sam Curry, Erra Fields, Phyllis Mebane-Moses,

Dave Miller, Yara Morales

University of Phoenix

CPMGT/303

Steve Knabe

19 July 2021

• Purpose of Plan – Dave • Introduction - Dave

• Background Information • Project Approach • Success Criteria

• Goals and Objectives - Yara • Scope - Erra

• Scope Definition • Not in Scope • Risk Assessment • Project Budget • Projected Milestones

Project “Fill the Well”: Project Plan Outline

• Assumptions/Constraints - Phyllis • Project Assumptions • Project Constraints • Related Projects • Critical Project Barriers

• Project Management Approach - Sam • High Level Timeline • Roles & Responsibilities • Issue Management • Communication Plan

• Approvals - Lead

Project “Fill the Well”: Purpose of the Plan

The “Fill the Well” Project Plan will provide a definition of the project, including the project’s goals and objectives. Additionally, the Plan will server as an agreement between the following parties: Project Sponsor, Steering Committee, Project Manager, Project Team and others associated with and/or affected by the project.

Project “Fill the Well”: Introduction

Background Information

The COVID-19 global pandemic has put a strain on our organizations general disaster relief fund which provides financial relief to people in need following domestic natural disasters. The fund relies solely on generous donations from our organization, employees, and the public. Based on our completed analysis, we have an urgent need to kick-off an aggressive fundraising project to “fill the well” of this critically depleted account that provides relief to so many in time of need.

Project Approach

The project will follow an incremental, phased approach beginning with internal fundraising activities and migrating to external fundraising based on performance to pre-determined fundraising goals. Due to the critical need, the project duration is 12 weeks to reach our $10M relief fund goal.

Major Project Milestones (Project Management Institute, 2017):

• Week-1 – Charter complete, stakeholders Identified, approval to proceed obtained. • Week-2 – Scope defined, requirements understood, WBS/Activities defined, schedule

complete, resources identified, cost and budget defined, risk assessed, communications defined, procurements defined, project management plan complete.

• Week-3-11 – Execute, monitor, and control. • Week-12 – Close project – release project team, close accounts, risks, and procurements,

and document lessons learned

Success Criteria

Project success will be assessed against achieving our $10M fundraising objective within the 12 week project schedule.

Business Goals and Objectives (SMART)

• Kick off an aggressive Fundraiser • Establish Fundraising Goal of 10M within 12 Weeks • Raise Funds to provide aid to those in needs • So many people are suffering from the COVID19 global pandemic. People are out

of work and in need of shelter and food. This is the best time to take on this project.

•

Project Goals and Objectives (SMART)

• Approve Charter and Project Plan • Identify and procure resources needed for fundraiser execution • Conduct “Fill the Well” Fundraiser project to achieve Fundraising goal of 10M dollars. • Complete all Project Task as defined in the project plan • Close out the fundraiser project with successful attainment of 10M fundraising goal •

Project “Fill the Well”: : Goals and Objectives

Scope • Provide staff with a thorough understanding on what is required to setup and

execute a successful fundraising event.

• Define resources and responsibilities • Analyze Cost and budget to support a successful event • Selection of venue large enough to accommodate a large crowd. • Selection of caterers, guest speakers, florists

Not in Scope of Project

• Transportation to and from event • Flight and travel expenses

Project “Fill the Well”: : Scope

Risk Assessment

NOTE: The Risk Assessment will be continuously monitored and updated throughout the life of the project, with monthly assessments included in the status report (see Communications Plan) and open to amendment by the Project Manager.

Project “Fill the Well”: : Scope

Risk Risk Impact Level (L/M/H)

Probability of Event (L/M/H)

Mitigation Strategy

Unrealistic expectations M M Focus on transparency with all stakeholders involved. Ensure the team understands the scope of project by meeting with them weekly.

Failure to anticipate donor trends

H L Communicate and engage with donors frequently, assess donor attitudes and preferences over time

Misappropriations of donations H M Designate a fundraising manager and direct monies received to that person.

Failure to provide proof that donated dollars were spent in accordance to donor intent.

H L Train staff on how to track and record expenses associated with fundraising events.

• •

Project “Fill the Well”: : Scope Projected Budget: $88,500

Projected Expenses Date Due Budget Actual (Under) / Over

Administrative / General

Insurance $ 3,500.00

Payroll Taxes $ 4,000.00

Food and caterers $ 5,000.00

Other $ -

Total $ 12,500.00 $ -

Location / Venue

Venue Rental (holds 1000) $ 7,000.00

Furniture rentals $ 9,000.00

Live Entertainment $ 3,000.00

Other $ -

Total $ 19,000.00

Marketing

Website $ 700.00

Printed Marketing $ 500.00

Promo Materials $ 500.00

Internet Marketing $ 300.00

Other $ -

Total $ 2,000.00

Labor Expenses

Payroll (150 employees) $ 50,000.00

Training $ 5,000.00

Other $ -

Other $ -

Other $ -

Total $ 55,000.00

Other

$ - $ - $ -

$ -

Other $ -

Other $ -

Other $ -

Total

Total Startup Expenses $ 88,500.00 $ - $ (88,500.00)

Projected Milestone The following represent key project milestones, with estimated timeframes:

Project “Fill the Well”: : Scope

Milestone Estimated timeframe

Select venue and major vendors for fundraising event

Two weeks

Begin Event promotion Two- three months (will be continuous until event takes place

Book caterers, florists, and remaining vendors

Two weeks

Gather guest speakers for day of event.

Three weeks

Project Assumptions The following assumptions were made in preparing the Project Plan:

• All relevant stakeholders and project team will attend weekly and/or monthly meetings

• Technical expertise to create a Project Dashboard • All project team members have the required skills for fundraising • We will get all the resources and equipment needed • A fundraising event checklist will be created

Project Constraints The following represents known project constraints:

• Risk - Failing to comply with Charitable Registration Laws • Cost - Estimating cost of budget for marketing, administrative,

software, etc.

• Schedule - Is 12wks ample time for Internal/external donors to buy- in and give generously enough to meet the $10M donation goal

• Risk – Transparency - how contributed monies will be spent

Project “Fill the Well”: : Assumptions/Constraints

Related Projects The following are known related projects:

• Pledge Challenges • Peer-to-Peer Fundraising • Local Restaurants Partnerships

Critical Project Barriers Critical project barriers are insurmountable issues that can be destructive to a project’s initiative, such as removal of project funding or natural disasters.

Should any of these events occur, the Project Plan would become invalid.

• Reduction in donations • Relying solely on donations • Maintaining trust

Project “Fill the Well”: Assumptions/Constraints

Project “Fill the Well”: Project Management Approach

Project High-Level Timeline

• Complete Project Charter 12-19July • Complete Project Management Plan 20-26July • Conduct Fundraiser wk3-11

• Distribute flyers and online advertisement to raise awareness of “Fill the Well” Fundraiser within DHS

• Conduct weekly status meeting EOW • Conduct Monthly Executive level Status updates

• Finalize fundraising total and close project week 12

Project “Fill the Well”: Project Management Approach

Name Role Responsibility Phone/email

Mr. Smith Executive Director

Ultimate decision maker and tie breaker

555-555-5555

John Doe Steering committee lead

Portfolio success, meeting strategic objectives

555-555-5554

Team 3 Project Manager’s

Manages project in accordance to Project Plan

555-555-5556

TBD Organization area rep

Manage fundraising personnel in each org area

555-555-5557

various Fund raising personnel

Advertise, distribute information and collect funds/direct deposit

various

Project Roles and Responsibilities

Project XYC: Project Management Approach

Issue Management (Baker, 2007) 1) Defines ground rules and procedures that the team will use to define and manage issues

throughout the lifecycle of the project

2) Issue Identification

a) Identify issues at play during the project

3) Issue Prioritization classification

a) Create a prioritized list of issues present in the project. Focus on issues that will be

responded to monitored and controlled

4) Issue Response Planning

a) Team developed responses to top issues from prioritization. Identify issue owner.

5) Issue Action Implementation

a) Set objectives, goals, strategy and tactics for actions taken in response to an issue

6) Issue Monitoring

a) Identified issues need to be monitored for occurrences as well as any issues not

previously identified that may occur

7) Gather Lessons Learned

a) Valuable part of issue management allowing project managers to improve their issue

management process as new information become available

Project XYC: Project Management Approach

Communication Plan  Executive status reports will be provided monthly during the fundraiser with less

detailed fundraising dashboards updated and provided to executive leadership

and the steering committees throughout project execution.

 Weekly Project team meetings will be conducted to determine percentage of fundraising goal completion and to address any potential issues identified during

daily meetings that pose risks to project. Finding and results will be uploaded to

the project dashboard for fundraising goal tracking updates.

 The project team will conduct daily meetings to ensure the project is maintaining schedule and budget to identify issues and implement controls

based on approved risk management plan. Finding and results will be uploaded

to the project dashboard for fundraising goal tracking updates.

 Organization area Representatives will provide daily tallies including fundraising results to project managers.

Project “Fill the Well”: Approvals

Sign-Off Sheet

I have read the Project Plan and will abide by its teams and conditions and pledge my full commitment and support for the Project Plan.

________________ _________

Executive Director Date

________________ _________

Committee Lead Date

________________ _________

Project Manager Date

Project “Fill the Well”: References

Project Management Institute, (2017). A guide to the project management body of

knowledge (PMBOK guide) / Project Management Institute. (6th ed.). Project

Management Institute, Inc..

baker, E. (2007). You've got way too many issues.

http://www.pmi.org/learning/library/project-risk-management-issues

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