MID

Mid-State University is a growing university in the center of Washington state. Approximately 12,000 students attend MSU annually. One reason that students come from all over the state is MSU’s world-class STEM programs. Because of consistent growth in the STEM area, a new 3-story building is being completed on campus that will house STEM programs in a single location. Currently, the schools associated with science, technology/information technology, engineering, and math are located in different buildings throughout campus. The Sciences were the recipient of a new building just last year and will not be part of this endeavor. However, the new TEM building will be located immediately adjacent to the new Science building. A bridge connecting the two buildings is part of the new construction and will complete the STEM complex. Construction is set to be complete at the end of ADMG 475.

MOVE WEEK IS August 21 - 25, 2018

When the construction is finished, the new STEM building will comprise three 30,000 square foot floors that contain a mix of classrooms, administrative and faculty offices, and student common spaces. A coffee/snack shop has been planned for the first floor, near the entrance.

You have been asked to be the project manager that will lead a team to organize and execute the move-in once construction is complete. This move will include employees and faculty, as well as classroom equipment, and other facility needs. Make no mistake: this is a huge task. A few of the elements of coordination for this project include, but are not limited to the following:

· Building – including signage and building access (keys and key cards)

· Mail – postal and parcel mail, all new mail stops assigned

· Occupancy Issues – including office furniture, conference room furniture, classroom furniture, common area furniture, accessibility, etc.

· Information Technology Services – including data services and cabling, classroom and office computers, printers, and all other equipment. New computers equipment will be purchased for classrooms and new conference rooms. Staff and faculty will keep their existing computer equipment.

· Telephony services – including new phone equipment and switches, moving phone numbers, etc.

· Records management – accurately report the new location of all employees within the MSU personnel management system. This includes office location, mail stop, and phone numbers, if these changed.

The focus of our project will be on the following factors:

· Assuring that the building is prepared and ready on the move date. This includes water, electric, lighting, flooring, signage, and other occupancy conditions that need to be met to assure employee/student safety. Although we are not responsible for making sure these items are completed, we need to stay on top of the actual completion as these items impact move-in.

· Coordinating the move and installation of all furniture for all areas.

· Contracting for services needed outside of what facilities can provide. This will include but is not limited to movers for the week of the move.

· Coordinate with all employees the activities to take place during “Move Week”. This includes assuring faculty know where their offices are located, providing instructions and supplies for preparing their offices for the move, etc.

· Coordinating all move activities with contractors before and during the scheduled move times.

While every effort has been made to consider everything needed for this project, it is expected that there will be unforeseen activities that may be included in the scope of work not defined above. Your chief project stakeholder and project sponsor, Dr. Pat Patterson has stressed the importance of a well-coordinated, stress-free move into the new building as a number one priority. There are a lot of university administration watching this project.

Example

Project Work Statement

The project involves planning, budgeting and overseeing the implementation of the Black Tie Gala Event. The project encompasses a number of activities which include; venue identification and booking; organizing for venue decorations and preparation; procurement of catering services for food; entertainment services for string quartet and live band; procurement of drinks; development of the event theme and dress code; budgeting of all the event activities and finally, make advance communications to the project donors about time and venue, as well as the dress code for the event

Key deliverables	Acceptance criteria
1. Budget and cost estimates for all the project activities and requirements	· A reasonable budget that is not above $300,000 · Accurate cost allocation for the budget · The budget covers all the project activities · Each of the activity or equipment has appropriate cost allocation
2. Event dress code	· Discussion with project sponsor and team
3. Venue reservation	· A well-ventilated venue · Avenue that is in a strategic place accessible to most of the stakeholders · Avenue whose reservation cost is within the budgeted amount · A venue that can accommodate approximately 2000 people
4. Catering service	· A reputable catering services provider offering high-quality services · A service provider who is available to offer the service · A service provider who has no known history of failure or underperformance · The catering service cost does not exceed the budgeted amount
5. Big Band era live band	· A band that is reputable and offers quality services · A band that is available to offer its services · A band that has no known history of failure or underperformance · The cost of the band does not exceed the budgeted amount
6. String quartet	· A string quartet that is reputable and offers quality services · A string quartet that is available to offer its services during dinner · A string quartet that has no known history of failure or underperformance · The cost of the String quartet does not exceed the budgeted amount
7. Drinks (Both alcoholic and nonalcoholic)	· The cost of the drinks do not exceed the budgeted amount
8. Auctioning goods and services	· The goods and services are attractive to the donors, and hence able to attract high bids · The goods and services do not exceed the budgeted amount
9. Prepared venue	· The venue sitting arrangement is logical and well-organized · The venue is well decorated according to the event theme · The venue is clean
10. At least $ 3 million in donations	· The donors raise at least $3 million

Exclusions:

· No drugs

· No free tickets

· No infants

Constraints:

· The event will take 3 hours and will only be held in one day

· Every donor must have a ticket, which will be sold at $500 per plate

· The event budget must be able to cater for 2000 donors

· The event must end by 6pm

· Alcoholic drinks will not be served to minors

Assumptions:

· There are no uninvited guests

· The guests are comfortable and satisfied with the venue and entertainment

· The donors will be available during the et data and time

· The allocated cost for every activity, food or service during the event will be sufficient

· There will be other donations apart from the ticket sales and goods and services auction

Work Breakdown Structure

1. Development of a budget and cost estimates for all the project activities and requirements

2. Development of the event dress code

3. Venue identification and reservation

4. Catering service provider selection and booking

5. Big Band era live band selection and booking

6. String quartet selection and booking

7. Circulation of invitations

8. Procurement of Drinks

8.1 Alcoholic drinks

8.2 Nonalcoholic drinks

9. Procurement of the auctioning goods and services

10. Execution of venue preparation for the event.

11. Making Donations

Change Control

The project manager will first ensure complete preparedness of the project team to implement the changes. The project manager will further guide the initiatives that will be aimed at addressing the changes in project scope in a manner that improves the overall efficiency in project execution, address key issues and take advantage of opportunities. In collaboration with the project sponsor and the project team, the project manager will define what needs to be done, when, the resources required and the feasibility of the new activities. Collaborative working and teamwork will be crucial in executing the change management

Traceability Matrix.

Business Need	Requirements	Stakeholder(s)	Priority
Budget and cost estimates for all the project activities and requirements	· The budget covers all the project activities · Each of the activity or equipment has appropriate cost allocation	· Project Manager · Mr. Scully · Project Team Members · Donors	1
Identification and reservation of affordable and strategic venue	· The venue is clean and well ventilated · The venue is in a strategic place accessible to most of the stakeholders	· Project Manager · Mr. Scully · Project Team Members · Donors	2
Approriate event dress code	· The dress code reflectes the theme of the event · The dress code promotes unity and togetherness	· Project Manager · Mr. Scully · Project Team Members	9
Selection and booking of affordable and quality catering services	· The catering services provider is reputable and offers quality services · The provider has no known history of failure or underperformance	· Project Manager · Mr. Scully · Project Team Members Donors	3
Selection and booking of affordable and quality Big Band era live band	· The band is reputable and offers quality services · The band has no known history of failure or underperformance	· Project Manager · Mr. Scully · Project Team Members	4
Selection and booking of affordable and quality String quartet services	· The String quartet is reputable and offers quality services · The String quartet is available to offer its services during dinner	· Project Manager · Mr. Scully · Project Team Members · Donors	5
Cost effective circulation of invitations	· All the targeted individuals, families, groups, corporations and trusts receive the invitation	· Project Manager · Mr. Scully · Project Team Members · Donors
Cost effectively procure drinks (Both alcoholic and nonalcoholic)	· Discussion with project sponsor and project team	· Project Manager · Mr. Scully · Project Team Members	6
Cost effectively procure the auctioning goods and services	· Discussion with project sponsor and team · The goods and services are attractive to the donors, and hence able to attract high bids	· Project Manager · Mr. Scully · Project Team Members · Donors	7